Position Category: Regular Full-Time, Exempt
REPORTS TO: Community Manager
Location: Dogwood Hall at National Park College in Hot Springs, AR
The Assistant Community Manager is responsible for all accounts payable and accounts receivables for the community at National Park College, Dogwood Hall. Areas of responsibility include, but are not limited to: customer relations/service, coordinating contracting process with the University, assisting with University Housing marketing programs, oversight of the community tour program, participating in community and campus events, rent collection, rental verifications, rental issues, and assistance with other resident related functions. This position is also responsible for assisting the Community Manager in the day to day operations of the property. A strong focus on resident experience is essential to the overall achievements of the student housing community. This is a live-in position.
ESSENTIAL DUTIES AND RESPONSIBILITIES (OTHER DUTIES MAY BE ASSIGNED):
- Maintain, update and audit all resident files in coordination with the CM.
- Audit student accounts for accuracy in applicable software systems
- Process payments and statements of deposit as required
- Collections of resident payments, including issuing receipts, completion of daily deposits and batch work.
- Consistent follow up with residents. This includes daily, weekly, and monthly communication, phone calls, and emails regarding resident balances and collections.
- Meet with residents as needed regarding resident balances.
- Coordinate data entry of receipts/deposits and charges to student accounts.
- Coordinate with Community Manager on all mailings to residents, such as contracts, arrival information, cancellation, reminders, collection notices etc.
- Maintain/update office documents such as resident roster, publication forms, rent roll etc.
- Provide accurate records with regards to past due accounts and assist in the collection of past due
- Process move-ins and move-outs using property management system.
- Assist with creating and reviewing invoices for short stays, financial aid transfers, etc.
- Create and execute invoices for short stays in conjunction with the Community Manager and process payments for these charges.
- Be proficient in understanding local, state, and federal laws regarding collections and evictions, as well as Fair Housing Laws
Marketing and Leasing
- Represent the community to current students and new perspective students at housing fairs, University Open Houses, Preview Days, Orientation and other planned University events as necessary, in coordination with the community leadership team.
- Maintains a professional, yet friendly, atmosphere in the leasing offices and other areas where prospective residents and current residents meet.
- Answer questions regarding the leasing process & conduct tours of the community as necessary.
- Coordinate and maintain records for any University sponsored short stay units.
- Maintain open communication with Student Affairs, SMG and other staff regarding resident concerns, mental health issues, judicial matters, etc.
- Answers questions for residents about community, repairs, rent, rules, leasing/assignment process, etc. Follows up on a timely basis if unable to respond to residents on all matters, and/or informs Community Manager.
- Resolve customer complaints and issues
- Responsibilities include assisting with interviewing, hiring, and training new staff as directed by the Community Manager.
Life Safety of Employees and Residents
- Available for after hours on-call response
- Provide crisis prevention and intervention
- Review and implement community specific emergency procedures
- Be knowledgeable about campus emergency procedures
Facility Management and Operations
- Assist in daily operations, including providing staffing during Office Hours
- Inspects “market ready” vacancies daily to ensure cleanliness. Any issues with cleanliness to be submitted as work orders as well as communicated to maintenance.
- Knowledgeable of the opening/closing procedures
- Knowledgeable within the areas of leasing, vendor relations, and the budget
- Check residents in and out of apartments and manage appropriate paperwork.
- Work with maintenance staff to maintain a list of building damages. Create and execute invoices for students in conjunction with the Community Manager and process payments for these charges.
- Track all lockouts and process charges for all lock changes and lost keys.
- Administrative duties as assigned
Be a Team Player:
- Encourage positive attitude for and abide by SMG mission and values
- Model and encourage a “whatever it takes” attitude among staff
- Participate in all staff training and orientations
- Maintain a professional and respectful attitude and manner in all work relationships
To perform this job successfully, and 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.
- 1-3 years progressively responsible experience in student housing, multifamily housing, or related field.
- Bachelor’s Degree preferred
- Crisis response and management
- PC Literacy (Microsoft office products)
- Property Management Software knowledge
- Peoplesoft, Banner or other software knowledge, preferred
- Entrata knowledge, preferred
Communicate, facilitate, and collaborate with diverse audiences, ranging from students, parents, and professional networks to property administration and University staff.
Ability to read, write, collaborate, analyze, and interpret general business policies and manuals, safety procedures, or governmental regulations. Ability to write reports and general business correspondence. Ability to effectively present information and respond to common inquiries or complaints from residents, parents, prospective tenants, university officials, vendors, and the public. Broad leadership skills including a visionary, detail-oriented, and highly collaborative work style, and the ability to strategically facilitate change and incorporate innovative practices into the organization.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar and line graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to deal with abstract and concrete variables. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to ascertain RD, RA, or resident issues and come up with a solution that is in the best interest of all involved. Proactive, evidence-based, solution-focused, innovative, flexible, adaptable, open to change. A decision-maker who solicits feedback and new perspectives from across the community and provides context and rationale for decisions. A desire and ability to think strategically and grow the program, with the ability to help lead a cultural shift within the organization as related to current staff and student needs
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. In addition to a regular work schedule, this position requires some night and weekend activities. The ACM is available by cell phone at all times unless arrangements are made with a supervisor. The ACM is required to live on-site and serve in an after-hours on-call role shared with other community leadership team members.
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of the 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 reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.