Assistant Property Manager

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Baltimore, MD

Job Title: Assistant Property Manager

Location: Nine East 33rd at Johns Hopkins University Baltimore, MD

Reports to: Director of Operations

Salary: $45,000.00 per year and a comprehensive benefits package

FLSA Status: Exempt

Summary

Under the direct supervision of the Property Manager, the Assistant Property Manager is responsible for overseeing all administrative and operations aspects of Nine East 33rd, an off-campus student housing apartment community. Areas of oversight include central office, student accounts receivable, vendor accounts payable and receivable, budget management, keys, and resident behavior. Projecting a customer-focused and professional image through interactions with all internal and external customers is essential.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

Administrative

  • Answer and direct phone calls to appropriate persons. Respond to all communication promptly.
  • Check, reply, and forward e-mails received.
  • Perform clerical duties as needed: filing, photocopying, collating, etc.
  • Coordinate resident & guarantor communications regarding rental due dates, payment arrangements, and delinquencies.
  • Oversee damage billing, Room Condition Report management, and apartment turn.
  • Collect rent payments, including the completion of daily deposits and batch work. Coordinate the daily deposits of accounts receivable. Coordinate data entry of receipts and charges to student accounts.
  • Provide accurate records regarding past due accounts and coordinate collection of past due accounts.  This includes working with collections agencies and updating resident records.
  • Review and respond to appeals of charges resulting from late payments, damage fees, and late equipment return fees.
  • Coordinate and manage bicycle permit process. Complete an annual bicycle audit. 
  • Oversee management of the package room and front desk services.
  • Assist with management of operations budget including tracking expenses, reconciling revenues, projecting future year expenses to aid in budget creation, and controlling costs.  
  • Submit weekly and monthly reports.
  • Maintain/update office documents such as operating manuals, key log, equipment log, etc.
  • Consult with a supervisor prior to discussing community-related issues with the press (University, local, or national).
  • Abide by Nine East 33rd and Capstone On-Campus Management policies; confront, enforce and report violations of policies and inappropriate behavior.

Facilities

  • Oversee processing of move-outs, including account closure and refunds as needed.
  • Manage turn spreadsheet in conjunction with Property Manager and Facilities Director.
  • Perform walkthroughs of apartments with Director to ensure they are ready for move-in
  • In the absence of the Facilities Director, coordinate and manage the work order process for new, updated, and completed work orders.
  • Manage the KeyPer system, including conducting monthly key audits, user setup, user restrictions, and user notifications.
  • Initiate apartment re-cores when keys are lost and manage key biting software and key code list. Perform an annual audit of residential keys after move-out.
  • Be aware and knowledgeable of facility issues and concerns. Inform supervisor(s) of chronic or unresolved issues. Assist the maintenance team in reporting maintenance needs. 

Supervision, Training, and Emergency Response

  • Supervise one full-time Operations Coordinator, including hiring and training, managing workflow, providing performance feedback, and approving payroll.
  • Supervise contractual security personnel, including reviewing security supervisor logs, managing workflow, training of service desk operations, providing performance feedback of officers on post to vendor, and reviewing monthly invoiced timesheets.
  • Attend and fully participate in staff meetings, training sessions, staff development programs, and individual meetings with supervisor(s); work as a member of the on-site management team.
  • Serve in an evening and weekend on-call duty rotation. Respond to emergency calls by assessing the situation and determining the best course of action.
  • Act as initial contact, referral agent, and follow-up for students in crisis.

Community Development and Event/Activity Planning

  • Facilitate the development of a community by creating opportunities for residents to interact.
  • Be visible at events/activities that meet the intellectual, social, cultural, and academic needs of students.
  • Assist in identifying, reporting, and correcting safety and security concerns; educate residents about safety and security measures.
  • Mediate roommate conflicts.
  • Develop and provide support for the adjudication process for community policy violations.
  • Record and report information outlined on forms (incident reports, weekly reports, surveys, etc.).
  • Address individual resident needs and concerns and follow up as necessary
  • Be visible within the community and available for listening, advising, and supporting residents with difficult situations while recognizing personal and positional limitations.

Other Duties

  • Perform all other duties as assigned.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced.  The noise level in the work environment is usually moderate. 

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs, and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience/Skills Required:
The ideal candidate for this position is enthusiastic, possesses a strong work ethic and good interpersonal skills, as well as exhibits strong problem-solving skills, time management skills, and be flexible. The ideal candidate would have a strong interest in housing operations and facilities management. The position requires the ability to initiate conversations, have difficult conversations, and represent Capstone On-Campus Management and the building owners in a positive light with the goal of providing an exceptional living experience for current residents of Nine East 33rd.

Minimum Qualifications:

  • Bachelor’s degree.
  • Identifies and resolves problems promptly; gathers and analyzes information skillfully.
  • Must possess effective skills in customer service.
  • 2-3 years of experience in higher education administration, multi-family housing, and/or hospitality management.
  • Demonstrated understanding and a strong commitment to cultural diversity. Must exhibit a strong commitment to academic rigor, intellectual discourse, and the benefit of continual self-assessment.
  • Must have experience, comfort, and confidence in managing confidential crisis issues.
  • Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, Outlook, SharePoint).
  • Ability to successfully complete a background check and drug screening.
  • Ability to work in a dynamic work environment.

Preferred Qualifications:

  • Master’s degree.
  • 3-4 years of experience in higher education administration, multi-family housing, and/or hospitality management.
  • Experience working in facilities, with various systems and managing administrative processes.

Other Information

Compensation

  • $45,000 annual salary.
  • Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.
  • Paid vacation, sick, personal, and holiday time. 
  • Parking at an on-site parking garage.
  • Working with fun, dedicated professionals.

Terms of Employment

  • The position requires a regular workday (9:00 AM to 5:00 PM, Monday to Friday) with additional responsibilities in the evenings and weekends for events and during high volume periods such as move-in, move-out, turn.
  • While on-call, the Assistant Property Manager serves as a resource and backup to the staff and responds to crises and emergencies as directed by established protocols or as directed by supervisor(s) or other management personnel. Being on duty requires the Assistant Director to be within a 30-minute response radius of the community.

Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to apply because of incompatible assistive technology or a disability, please contact recruitment@cocm.com. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices based on race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.