Mission Statement:

“The Perennial Properties mission is to offer exceptional housing and retail experiences with extraordinary service for our residents, commercial tenants and their customers.”

Location: On site

Reports To: Community Director

Hours: 9:00 a.m. to 6:00 p.m., Monday thru Friday; 10:00 a.m. to 5:00 p.m., Saturday; noon to 5:00 p.m., Sunday. The position requires the ability to work any of the seven days of the week, 52 weeks of the year. Hours of operation are subject to change based on the Property’s needs and activities.

Competencies and Education: Must be competent in the areas of accountability, communication, customer service, teamwork, planning and organization. The Assistant Community Director should present a professional image at all times. A minimum of a high school education is required and the position requires the ability to read and write English fluently and the ability to perform intermediate mathematical functions.

Position Requirements:

• An understanding of leasing and the Property Management field.
• Basic computer skills, including Excel, Word, and Outlook.
• Excellent communication skills.
• Strong administrative, organizational and time management skills.
• Strong customer service skills.
• Ability to close a sale in person and on the telephone.
• Ability to operate effectively with co‐workers, vendors and contractors.
• Ability and access to drive a car.

Physical Requirements: The position requires the ability to accompany the CM walking the property in its entirety, tour prospective residents, deliver notices when needed, be available to assist with emergency measures, and the ability to withstand all weather conditions.

Leasing and Marketing Tasks:

• Handle calls from current and prospective residents professionally, pleasantly and according to the Company’s standard policies and practices while obtaining all necessary information.
• Participate in periodic telephone shops and other training methods to fine‐tune skills and ensure that performance is consistent with the Company’s standards.
• Reply to all leads received via the internet within 2 hours when received during business hours.
• Effectively track telephone and internet leads using a daily log.

• Stand and greet prospective residents when they enter the leasing office.
• Tour prospective residents through the community and lease apartments by showing models and available units.
• Lease apartments by aggressively selling the features and maintaining a strong knowledge of product.
• Follow up with all prospective residents by telephone within 24 hours and in writing within 48 hours with a personal note.
• Maintain an organized guest card file for all residents and prospects.
• Enter all guest cards in the computer database in a timely manner.
• Complete application paperwork with applicants and thoroughly explain qualifying criteria, the policy on criminal background checks and the policy on canceling applications.
• Verify information provided on applications and process files within 72 hours. Notify applicants verbally and in writing within 24 hours if application was declined. Obtain the Director’s approval on all applications prior to move‐in.
• Review print and internet advertising media for accuracy.
• Assist CM in implementing marketing strategies to increase traffic volume.
• Analyze current marketing and advertising strategies for effectiveness.
• Have a strong knowledge of the demographics of the property and the surrounding area.
• Assist CM in performing a written, monthly market survey on competitors. Physically shop competitors as necessary.

Retention and Resident Relations:

• Ensure that residents are provided with a clean, safe, and well‐maintained building and community.
• Stand and greet residents with enthusiasm when they enter the leasing office.
• Communicate clearly and effectively with residents both verbally and in writing. Proof all resident notices and emails for proper grammar and spelling before delivering.
• Monitor lease expirations to manage turnover.
• Contact residents by telephone and in writing no less than 90 days before their lease expires. Continue to follow up with the resident until the lease renewal is closed.
• Receive resident complaints in a calm and professional manner. Work to resolve complaints quickly and document pertinent information in the resident’s file.
• Follow‐up on completed work requests within 24 hours to ensure satisfaction.
• Survey residents in writing periodically to inquire about customer satisfaction.

Financial Responsibilities:

• Collect rent payments and enter into the computer database daily. Manage work hours during the first week of the month to ensure that rent payments are entered timely. This may require adjusting work hours to come in early or stay late.
• Prepare and scan bank deposits daily. Go to bank as necessary.
• Maintain an organized, monthly file of bank deposits.
• Implement an effective tracking system to ensure that habitual late payments and returned checks are handled consistent with the Company’s policy.
• Prepare and deliver late notices at the end of the specified grace period for your property.

• File dispossessories for all delinquent rent on the 10^th day of the month. Attend court proceedings when necessary. Keep CD apprised of all such matters.
• Monitor the collections of utilities (water, electric, trash) throughout the month and notify residents of late payments.
• Consistently charge and collect ancillary income (application fees, pet fees, termination fees) to maximize profits.
• Continuously monitor collections and expenses to maximize profits.
• Review invoices for accuracy and enter into the computer database once approved by the Director.
• Prepare monthly financial reports; be able to explain variances in income and expenses.

Administrative Tasks:

• Maintain all manual and computer files in an immaculate, organized condition and consistent with the Company’s policy. Keep all current, future, and past resident information confidential and never leave files unattended when not in a locked cabinet.
• Consistently update computer database daily with current activity. Review availability reports, delinquency, and the rent roll for accuracy.
• Complete accurate weekly and monthly reporting.
• Enter work requests from residents in the computer database daily and delegate to the appropriate maintenance personnel. Update work requests once completed and returned by the maintenance department.
• Maintain the key tracking system and review the activity report weekly. Activity reports should be kept in an organized file on‐site for at least one year.
• Administer package receipt system for residents, ensuring sign‐in and sign‐out. Package logs should be kept in an organized file on‐site for at least one year.
• Prepare all lease paperwork that is required for your property, schedule signing appointments and execute documents. Review all lease paperwork thoroughly with the resident at move‐in.
• Prepare lease expiration worksheets monthly with recommended rental increases for the Director to review.
• Maintain any necessary resident conversation logs in the resident files, and document important conversations as needed.
• Inspect move‐outs for CM to determine applicable charges if any. Prepare the necessary move‐out paperwork for CM to forward to the appropriate corporate personnel and mail a copy to the past resident within 72 hours of the move‐out date.
• Complete collection paperwork on unpaid balances older than 30 days and forward to the property’s collection agency. Maintain a separate file for accounts in collections.
• Prepare and file resident notices.
• Handle specific administrative responsibilities assigned by the director.

Management Tasks:

• With guidance from the Regional Community Director, be prepared to assume responsibilities for decision‐making in the Community Director’s absence.