Assistant Property Manager
7 days ago
Decatur
Job Description The Organization Established in 1938, Decatur Housing (the Housing Authority of the City of Decatur) has evolved from its origins in traditional affordable housing to become a dynamic leader in community development. Today, we are reimagining what housing means—focusing on attainable living options that support economic diversity and strengthen the social fabric of Decatur. Our mission is centered on expanding access to high-quality, modern, and safe housing that meets the needs of a thriving city. From first responders and educators to young professionals and long-time residents, we are committed to ensuring that those who contribute to our community can also call it home. Through rental and homeownership initiatives, we aim to build more than just housing—we are shaping modern communities where people can put down roots, pursue opportunities, and enjoy a high standard of living at a reasonable cost. Position Summary The Assistant Property Manager supports the day-to-day operations of an apartment community and provides direct assistance to the Property Manager. Responsibilities include receiving and recording rent and fee payments, managing resident interactions and service requests, processing applications, maintaining accurate records, and supporting compliance functions. This position requires strong customer service skills, attention to detail, and the ability to effectively balance administrative, financial, and resident-focused responsibilities. Work is supervised by the Property Manager and evaluated through accuracy of records, daily reconciliation, and periodic audits. Essential Duties and Responsibilities • Collect and accurately record rent and other charges; complete required computer entries., • Accept and process applications from prospective residents., • Balance daily receipts, prepare reports of funds received, and ensure accurate data entry., • Provide front desk and reception services; respond to inquiries and resolve complaints in a professional and welcoming manner., • Create and follow up on maintenance work orders; ensure timely communication with residents and maintenance personnel., • Maintain accurate lease records, delinquency reports, and eviction notifications., • Explain charges, policies, and procedures to residents and applicants., • Compute rent changes and assist with resident re-examinations, including computer entry., • Monitor and report pest and vermin issues; ensure appropriate follow-up actions., • Manage leasing processes for new move-ins., • Maintain punctual and regular attendance, recognizing reliability as an essential duty. Additional Responsibilities • Deliver a consistently high level of customer service when engaging with co-workers, community members, partner agencies, and the public., • Build and maintain positive relationships with residents, applicants, agencies, and community partners., • Conduct property and unit inspections., • Assist with preparation of reports for the Central Office, HUD, or other stakeholders., • Support resident programs, community events, and service initiatives., • Serve as acting Property Manager in their absence under the direction of senior leadership., • Provide cross-departmental support as needed. Behavioral Competencies • Problem Solving: Effectively identify, analyze, and resolve issues., • Customer Service: Anticipate and respond to resident and applicant needs; manage difficult situations tactfully., • Interpersonal Skills: Maintain confidentiality; listen actively; resolve conflict constructively., • Teamwork: Collaborate with colleagues to achieve shared goals., • Professionalism: Demonstrate respect, accountability, and composure under pressure. Required Knowledge, Skills, and Abilities • Working knowledge of property management principles, with emphasis on affordable housing., • Knowledge of the techniques used in managing living accommodations for widely varied individuals and families., • Knowledge of handling receipts and maintaining detailed records., • Proficiency with property management software systems (e.g., Yardi, MRI, AppFolio, RealPage, or comparable platforms)., • Familiarity with HUD regulations and compliance requirements are preferred., • Ability to achieve rapport and establish effective communications with diverse populations of residents eligible for assisted, affordable, or mixed-income housing., • Basic bookkeeping and general management skills., • Ability to make calculations, review edits/reports, and balance computer data., • Ability to meet and deal with people appropriately, effectively, and in a professional, positive manner., • Ability to interpret information and make work decisions in accordance with rules, regulations, policies, and interdepartmental operating procedures., • Knowledge of standard computer operation, input, and software, with ability to generate accurate computerized documents and forms. Education and Experience • Associate’s or Bachelor’s degree in Business Administration, Public Administration, Real Estate, Property Management, Housing, or a related field strongly preferred., • Minimum of two years of experience in housing management, leasing, or related administrative roles., • At least two years of experience handling financial transactions, including receipts, payments, and reporting., • Experience in affordable housing, mixed-income communities, or public housing strongly preferred., • Equivalent combinations of advanced education and relevant experience may be considered on a case-by-case basis. Training Requirements (First 60 Days) The Assistant Property Manager is expected to possess, or obtain within the first 60 days of employment, foundational knowledge and training to ensure compliance, operational effectiveness, and high-quality resident service. Required training includes: 1. Affordable Housing & Compliance • HUD regulations overview, including tenant eligibility, income verification, and reporting requirements, • Fair Housing Act and applicable local/state housing regulations, • Section 8 / Housing Choice Voucher program basics (if applicable), • Affordable housing compliance standards and reporting obligations 2. Property Management Systems & Software • Proficiency with Authority-approved property management software (e.g., Yardi, MRI, AppFolio, RealPage), • Training on internal systems for rent collection, maintenance tracking, and resident communications, • Accurate data entry and reporting practices 3. Leasing & Resident Relations • Leasing process, application review, and move-in/move-out procedures, • Handling resident complaints, requests, and inquiries professionally, • Engagement with residents across diverse populations 4. Financial & Administrative Procedures • Cash handling, reconciliation, and daily rent collection procedures, • Accurate documentation of receipts, payments, and financial reporting 5. Health, Safety, and Risk Management • Workplace safety and emergency procedures, • Basic pest management observation and reporting 6. Certifications (if not already held) • HUD Occupancy Certification (HCCP), • Fair Housing Certification, • Customer service or conflict resolution training specific to property management Physical Requirements • Work performed primarily in an office environment accessible to individuals with mobility or sensory impairments., • Must be able to lift up to 20 pounds., • Ability to remain seated for extended periods. Special Requirements • HCCP certification if required by program or funding source., • Must be bondable.