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Assistant Property Manager

The Donaldson Group Washington Full-Time
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The Donaldson Group, LLC is looking for an Assistant Property Manager for a residential apartment community located in Washington, DC.  A minimum of three (3) years related experience and/or training in residential property management is required.  Must provide excellent customer service, assist in the day to day operations of the community, have the ability to assist in collection/posting of rents, collection of delinquent rents, prepare suit lists, complete monthly close out, maintain resident files, marketing, and other tasks assigned by the general manager.  The ability to multitask and maintain a professional appearance are a must.  Computer literacy is essential.  Proficiency in Microsoft Word and Excel are necessary.  We offer a competitive salary and excellent benefits package.  Our company believes in a drug free work environment, therefore a drug screen will be required.

EOE

ESSENTIAL DUTIES AND RESPONSIBILITIES
Reporting
The Assistant Property Manager reports directly to the Property Manager.
Supervising
Supervisory responsibilities are assigned by the Property Manager.
The Assistant Property Manager will serve as the acting Property Manager in the absence of a Property Manager.  This includes supervising all employees and assuming responsibility for the property’s operations.  
Customer Service
• Keep the Donaldson Group Promise, providing the best possible customer experience for clients, residents, vendors, internal associates, etc.
• Conduct all business in adherence to Fair Housing Law.
• Follow-up on routine service calls to ensure resident satisfaction.
• Manage Satisfacts program per company policy, as assigned.
• Show apartments in accordance with federal, state, local and company policies.  
• Answer the telephone professionally and in a timely manner.
• Greet prospects, residents, vendors and all customers utilizing excellent customer service.
• Build and maintain a positive rapport with all applicants and residents.
• Conduct follow-up with prospective residents.
• Assist in responding to prospective resident complaints as directed by the Property Manager.
• Assist in the planning and execution of resident functions as allowed by the budget and resident retention needs
• Communicate with, listen and respond to co-workers and customers.
• Lead by example, motivating the entire team to keep the Donaldson Group Promise.
• Take advantage of opportunities to go above and beyond for all customers.  
• Take resident service requests accurately to insure maintenance personnel can complete the request properly.  
Employee Management
• Lead by example, motivating the entire team to keep the Donaldson Group Promise.
• Supervise, train, coach team members, as directed by the Property Manager.
• Assist Property Manager with employee disciplinary issues, as directed.
• Assist Property Manager with employee evaluations and recommendations for salary increases, as directed.  
• Resident Retention Program.
Marketing
• Inspect the curb appeal and presentation of the property, as assigned.
• Keep accurate records of traffic and leases using the property management software system.
• Recommend leasing specials to the Property Manager, as needed.
• Recommend customized marketing strategies to generate traffic.
• Perform outreach, as directed.
• Maintain current market survey, as directed.
• Maintain current Market Survey.
• Maintain current knowledge of market and competitor properties.
• Manage resident retention program, as directed.
Lease Processing
• Ensure the completion of lease paperwork in accordance with company policies and have a comprehensive knowledge of lease procedures and processing for federal, state and local jurisdictions.
• Process/review applications for pre-approvals (credit check, income requirements, rental history, etc.) and submit applications to Property Manager for approval.
• Prepare accurate lease packages in a timely manner.
• Move-in orientation to include pre-apartment inspection, lease signing and move-in inspection with resident.
• Inspect made-ready units to ensure quality.
• Coordinate with the Property Manager to ensure timely unit turnover to accommodate move-ins and to minimize vacancy loss.
• Ensure accurate and timely reporting of move-ins and move-outs.
• Prepare monthly property lease renewals
  Administration
• Perform regular inspections of common areas and grounds.
• Manage pre-move out inspection list and post-move out inspections.
• Ensure accurate and timely recording of notices to vacate.
• Inform departing residents of legal and financial obligations to property (e.g. termination fees, improper notice penalties, etc).
• Assist with scheduling vacant apartment turnover work, as directed.
• Ensure accurate and timely recording of notices to vacate, move ins/move outs.
• Monitor and assist all bookkeeping duties.
• Collect rents.
• Ensure daily deposit of funds into bank.
• Ensure collection of appropriate fees (e.g. tenant damage, late fees, legal fees, pet fees).
• Prepare cash reports in accordance with policies and procedures.
• Maintain necessary records of all financial transactions of the property.
• Promptly address delinquent accounts in accordance with federal, state, and county procedures.
• Prepare late notices and all collection-related correspondence.
• Prepare suit and writ list as dictated by county regulations.
• Assist in preparing for and/or attend legal proceedings regarding rent or civil matters.
• Prepare former residents’ security deposit dispositions accurately and timely.
• Process Bad Debt accounts and turnover to collection agencies.
• Maintain tracking system for Bad Debt.
• Maintain complete resident files.
• Prepare resident correspondence.
• Assist in the preparation of weekly and monthly financial reports, as directed.
• Ensure that timely and accurate monthly close-out procedures are completed.
• Maintain adequate inventory of office supplies within budgeted guidelines.
• Assist in processing of payables, payroll and bonus submissions, as directed.
• Attend scheduled owners meetings, staff meetings and resident meetings as required.
• Assist Property Manager with special projects or other duties as assigned by supervisory personnel.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
An associate’s degree or equivalent is preferred.  Two years related experience and/or training in residential property management experience is required.  The ability to manage multiple tasks in a fast-paced environment is crucial, as well as maintaining a professional appearance and demeanor at all times.  General accounting and marketing experience is helpful.
CERTIFICATIONS, LICENSES AND/OR REGISTRATIONS
The Institute of Real Estate Management’s Accredited Residential Manager (ARM) or The National Housing Association’s Certified Apartment Manager (CAM) designation is preferred.  IREM’s Certified Occupancy Specialist (COS) or NHA’s National Apartment Leasing Professional (NALP) is desirable.
SKILL SET
Excellent written and verbal communication skills are required.  The ability to read and interpret documents, write routine reports and correspondence, and speak effectively before groups of residents or employees is needed.
Outstanding interpersonal skills are needed.  The ability to solve practical problems and employ rational decision making skills is a must.  Also necessary is the ability to think and react quickly where only limited standardization or direction exists.  Staying calm and handling high pressure situations is requisite.
Mathematical skills, such as the ability to apply concepts like fractions, percentages, ratios, and proportions are necessary.  The ability to keep records of a site’s financial transactions is mandatory.  The ability to understand and/or compile reports regarding cash receipts and expenditures, accounts payable and receivables, and profit and loss is also a must.
Computer literacy is essential.  Knowledge of Windows-based software is required. Proficiency in Microsoft Word and Excel is necessary.  Knowledge of MRI and other accounting/property management software is desired.
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 primary duties of this job, the employee is regularly required to:
• Communicate with and listen and respond to co-workers and customers
• Frequently walk the property to show available apartments and/or the model apartment to prospective residents
• Occasionally lift and/or move up to 10 pounds
 

Skills required

Negotiation
Customer Service
Time Management
Administration
Leasing (Contract Law)
Real Estates

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Assistant Property Manager
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The Donaldson Group, LLC is a full service real estate management and investment company, which, along with its key affiliates, provides its broad and diverse client-base with comprehensive services and expertise in:

  • Property Management
  • Asset Management
  • Accounting and Financial Management
  • Investment, Underwriting, and Acquisition Analysis
  • Development and Construction Management
At The Donaldson Group the most important asset is our client. This is not just a platitude, but is truly the core philosophy that guides our company's values and how we develop our business relationships. We continually seek the optimal client solution based on investment objectives, the market, and the asset. We are proud of our many successes in creating value for our partners and clients, in improving the communities in which we operate, and in maintaining the highest standards of personal and organizational integrity.

We believe that because of our dedicated, hands-on, collaborative approach with our clients, The Donaldson Group’s management portfolio experienced:
  • 10.91% increase in NOI in the soft 2008 market;
  • 7.90% increase in NOI in the very difficult, recessionary 2009 market;
  • 15.23% increase in NOI in continuing challenging 2010 market; and,
  • 23.60% increase in NOI through the first quarter of 2011.
These operating results reflect “same store sales,” stabilized properties only and do not include any lease-ups or major repositionings.

The Donaldson Group is an Accredited Management Organization (AMO), an accreditation from the Institute of Real Estate Management (IREM) that recognizes excellence among real estate management firms and which has been earned by only 3% of management companies nationwide.

The Donaldson Group successfully manages everything from distressed properties that we are renovating to Class A urban high-rises, lease-ups and commercial and retail space.

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