Assistant Property Manager
Job Description Job Description General Responsibilities The Assistant Property Manager is responsible for supporting the Property Manager in maintaining physical assets, maximizing financial returns, and ensuring compliance with HUD regulations and company policies. This role involves overseeing administrative functions, managing tenant relations, coordinating maintenance activities, and ensuring high-quality resident satisfaction across a scattered-site portfolio. Essential Duties 1. General Responsibilities Assist the Property Manager and Regional Manager with special projects, administrative overflow, and day-to-day operations. Maintain professional and cordial relationships with residents, corporate departments (HR, Accounting), government agencies (HUD, local housing authorities), contractors, and vendors. Serve as an on-call representative for emergency services during evenings, weekends, and holidays as scheduled. Act as a substitute for administrative positions across properties when needed. 2. Physical Wellbeing of the Property & Asset Maintenance Conduct routine and regulatory unit/property inspections across scattered sites. Supervise maintenance personnel, supervisors, and third-party contractors during Property Manager absences. Coordinate scheduling of maintenance service requests and vacant apartment make-ready/turnover procedures. Identify physical hazards, liability issues, and recommend physical repairs, replacements, and capital improvements within budget parameters. 3. Leasing, HUD Compliance & Recertification Determine initial and continuing applicant eligibility in accordance with HUD regulations and Fair Housing guidelines. Conduct pre-move-in interviews, perform income/asset calculations, and compile move-in certification packages for Compliance department approval. Manage the full recertification cycle (120-day, 90-day, 60-day notices) for initial, annual, and interim recertifications, including retroactive rent calculations. Execute third-party verifications, complete accurate HUD Form 50059 submissions, and process updates in OneSite. Access and maintain EIV/TRACS reports, resolve income discrepancies, and maintain EIV master binders in compliance with company and HUD policy. Prepare files for Management and Occupancy Reviews (MORs) and participate in internal/external file audits. 4. Tenant Relations, Legal & Revenue Management Enforce property policies, lease terms, and Fair Housing regulations consistently. Assist in rent collection, delinquency tracking, and preparing pre-close and month-end financial reports. Handle non-payment evictions and administrative legal actions, including attending court hearings as the property representative. Respond promptly to resident, applicant, and third-party inquiries via telephone, email, and in-person communication. Basic Qualifications Education/Training: High School Diploma or equivalent is required. College-level coursework in Business Administration, Real Estate, or a related curriculum and Certified Occupancy Specialist (COS) designation preferred. Skill(s): Excellent written and verbal communication skills in English; proficient in reading comprehension, business grammar, and real estate mathematical calculations; Strong interpersonal skills with the ability to build rapport with residents, team members, vendors, and regulatory agency officials from diverse backgrounds; Proven ability to resolve resident concerns, handle equipment failures, and manage emergency situations; Exceptional multi-tasking skills, strong attention to detail, and the ability to prioritize tasks to meet strict compliance deadlines; Proficient in property management software (e.g., RealPage/OneSite), HUD systems (EIV/TRACS), and standard PC software applications (MS Office Suite); Demonstrates high ethical standards, integrity, a positive attitude, and a professional appearance compatible with the property’s image. Experience: Minimum of two (2) years of property management experience (preferably in an Assistant Property Manager role). Experience managing or assisting with a portfolio of at least 200 units. Hands-on experience with HUD regulations, initial/annual/interim recertifications, and EIV/TRACS systems. Transportation & Travel Requirements: Must possess a valid driver’s license, reliable personal vehicle, and active auto insurance. Position requires regular travel between multiple properties within a scattered-site portfolio. Required travel includes, but is not limited to: o Attending court hearings for legal/eviction proceedings. o Conducting routine, move-in/move-out, and compliance property and unit inspections. o Traveling between multiple location sites and regional/corporate offices as needed. Salary Range: $55K - $60K Benefits: Health, Dental, Vision, Life & Disability Insurance, 401(k) with company matching, Paid time off. \nCompany Description At Quantum, we don’t just manage properties; we build communities. We are a premier residential property management company dedicated to managing high-quality affordable housing. Our diverse portfolio includes HUD, Section 8, and Low-Income Housing Tax Credit (LIHTC) properties. Company Description At Quantum, we don’t just manage properties; we build communities. We are a premier residential property management company dedicated to managing high-quality affordable housing. Our diverse portfolio includes HUD, Section 8, and Low-Income Housing Tax Credit (LIHTC) properties.
