Assistant Property Manager, Villa Serena Senior Apartments

Be a part of the best team in Property Management!

Vesta Management is seeking to hire an affordable housing experienced, results driven, customer service focused Assistant Property Manager to support operations at Villa Serena Senior Apartments in Mayfield Heights, OH. The ideal candidate will have experience with affordable housing programs such as LIHTC and Section 8, takes pride in their work, and genuinely cares about creating a positive experience for our residents.  Join our team and be a part of Vesta’s success story!    

What we Offer: At Vesta, we take pride in hiring the best talent in Property Management. We work hard and we have fun doing so. In addition to our generous benefits package, we offer service awards, performance bonuses, team member appreciation events and opportunities for growth. Our benefits include: 

• Medical, dental & vision insurance 
• Company matched 401(K) 
• Paid time off- Vacation, sick, floating holidays 
• 12 additional paid holidays 
• Tuition Reimbursement 
• PetPlan Pet Insurance 
• Employee Assistance Program 
• Long & Short-Term Disability Insurance 
• AND MORE 

The Assistant Property Manager is responsible for assisting and supporting Property Manager and support staff in achieving maximum occupancy and collections at the property. Communicate and collaborate with site staff to ensure that all site compliance and financial administrative procedures are met. This position also assumes the role of person in charge when a Property Manager is not present.

Essential Functions: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Depending on the needs of the property, the Assistant Property Manager will be responsible for all or some of the following duties:

• Fosters a positive, active and collaborative relationship with residents, communities, and associated agencies.
• Works with Property Manager in all functions with a significant focus on assisting in support of site staff.
• Assists and supports Property Manager in the coordination and processing of compliance and financial administration, leasing, resident retention, and maintenance and safety.
• Responsible for keeping reception area clean with professional surroundings.
• Answer and direct incoming calls to the appropriate team member. When the appropriate team member is unavailable, ensure proper follow up.
• Listen and address resident concerns/requests timely, to ensure resident satisfaction or if their requests are unreasonable, ensure they receive a response regarding our action/inaction.
• Greet, introduce, welcome and convey benefits of the property to prospective residents and visitors. Coordinate leasing to include interviewing prospective residents and assessing their needs and qualifications. Secure a completed welcome card and/or application from the prospective resident. Enter prospective resident information into the property data system.
• Schedule application intakes, interviews, processing and preparation of applications, and their distribution.
• Accompany prospective residents to apartments, discuss size and layout, terms of lease, and available facilities, i.e., swimming pool, laundry, shopping centers, services available.
• Qualify prospective residents, based on property program requirements and the tenant selection plan.
• Coordinate and maintain a healthy applicant waiting list to ensure future maximization of occupancy.
• Calculate rent, based on property program/procedures or rent schedule.
• Complete appropriate lease forms/documents and collect reservation deposit (if applicable), security deposit, and initial or prorated rent.
• Handle marketing outreach to include interacting with neighborhood groups, local employers, community organizations and any other sources of prospecting and lead generation with a focus on converting leads into rentals.
• Conduct marketing surveys and regularly review traffic reports, share trends with Property Manager.
• Assist with and attend resident retention initiatives (i.e., resident functions, promotions, monthly newsletters, etc.) and property-issued communications/notices (i.e., bad weather, emergency, etc.).
• Gather, prepare, and execute lease renewals, and intake, prepare, and process interim recertification, annual recertification and other documentation as required by local, state and federal agencies. Secure all required applicant and resident signatures, for administrative processes.
• Maintain accurate record of all resident transactions/ certifications and process timely (interim certifications, move-in/move-outs, etc.).
• Manage the collections, depositing and posting of all rent and late fees/charges, delinquencies, late notices and evictions as assigned by management.
• Manage and ensure all Housing Assistance Payments, including special claims are requested and received as applicable.
• Notify management of and process necessary legal action of resident non-payment or non-compliance.
• Process information in property management software regularly, i.e.., work orders, certifications, deposits and all pertinent resident documentation.
• Prior to showing an apartment, a model, or any aspect or amenity of the community, ensure that it meets Vesta quality standards and expectations. Report any maintenance or physical property needs to the Property Manager and/or Maintenance personnel.
• Input work order/service requests, in property data system, communicate to maintenance, and follow up.
• Assist with monitoring service contractors to ensure proper completion of contracted duties, (i.e., exterminator, landscaper, snow removal, etc.).
• Assist in the achievement of property financial goals.
• Consistently maintain property rules and regulations in accordance with property-based programs, Vesta’s SOP, and all state, federal and/or local laws.
• Preserves and respects resident, applicant, employee and company confidentiality.
• Other duties as assigned by management.

Knowledge, Skills and Abilities:

• Excellent interpersonal skills; strong verbal communication skills.
• Able to work independently; self-motivated, takes initiative.
• Leadership/delegation skills
• Able to multitask and prioritize efficiently.
• Ability to determine varying nature of calls/issues and identify the priority level.
• Accepts responsibility and accountability.
• Honest and trustworthy; displays integrity.
• Professional, in appearance and action.
• Shows adaptability.
• Organized and detailed
• Basic math proficiency required.

Interested? APPLY NOW!!!

Required Education and Experience:

• Associates degree or equivalent experience, plus an additional 2 years of related experience/ proven track record in similar function, i.e., occupancy, leasing, APM role.
• Experience with site based affordable housing programs strongly preferred if applicable. 
• COS and/or CPO Certification strongly preferred.

Additional Eligibility Qualifications:

• Multilingual skills strongly preferred and sometimes required, based on property needs
• Ability to use and communicate through email required
• Previous customer service experience
• Strong computer skills: including MS Office suite, Outlook, and property management software, Yardi strongly preferred.
• Successful completion of a background check and drug screening required.
• Valid Driver's License and clean driving record required.

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws. At Vesta, we are committed to a fair and equitable workplace.