Assistant Property Manager

Job Details: Job Location: Sacramento Manor - Sacramento, CA, Salary Range: $26.00 - $32.00Hourly, Job Category: Property Management, About Us:The Property Management Company, Inc (The PMC, Inc) is a nationwide full-service real estate platform focused on acquisition, asset management, property management and development. Our current property portfolio consists of around 8,000 apartments and townhomes, with a focus on providing affordable housing for seniors and persons with disabilities. We also own and manage a diverse and growing portfolio of other real estate assets covering traditional multifamily rentals, office and light industrial uses. The PMC, Inc employs around 400 Teammates in 30 states across the country – and we’re growing! As we enter the next phase of our company’s growth, we’re looking for Teammates who can help us optimize our existing management platform (systems, tools and processes), better leverage technology, and maintain our reputation for excellence. We are looking for ambitious self-starters who aren’t afraid to dig in. We value excellent communication and collaboration, and we reward those who challenge the status quo to find better ways of doing things. We believe that people learn best by doing – so although we offer a full range of classroom learning and structured training paths, we prioritize hands on experience and self-directed development. We’re proud of the people-first company culture we’ve built over the past two and a half decades – we’ll stretch and challenge you, and we’ll let you be you. We Say Yes to Uniqueness: We are proud to be an Equal Employment Opportunity (EEO) employer. Our commitment to equal opportunity extends to all applicants and The PMC, Inc Teammates, regardless of national origin, race, sex, gender, sexual orientation, age, disability, or any other class protected by the laws in the states where we operate. About you: The Assistant Property Manager is responsible for supporting the Property Manager in the overall management of the property. Key responsibilities include accounts receivable, rent collection, recertifications, and the processing of accounts payable invoices. The Assistant Property Manager also serves as the acting Property Manager in the absence of the Property Manager, ensuring that the property continues to operate efficiently and effectively. Key Responsibilities: Financial and Accounts Management:• Oversee rent collection, ensuring all rents are received on time, accurately recorded, and accounted for in the property’s financial systems.• Monitor delinquent accounts and follow up with residents on past-due balances, implementing collection procedures when necessary, including initiating payment plans and pursuing legal actions when required.• Assist the Property Manager in preparing monthly financial reports, including tracking rent roll, late fees, and other revenue streams, ensuring accurate and timely reporting to corporate accounting.• Process accounts payable invoices by reviewing, coding, and entering them into the system for approval and payment, maintaining up-to-date records for vendors and contractors.• Reconcile financial discrepancies related to rent payments or invoicing, ensuring accuracy in financial reporting and timely resolution of issues. Resident Recertifications and Compliance:• Manage the resident recertification process, ensuring timely completion of all required paperwork for income verification, employment records, and other necessary documentation for HUD and LIHTC compliance.• Conduct annual and interim recertifications, working closely with residents to gather necessary documentation, explain program requirements, and ensure timely submission to meet regulatory deadlines.• Ensure all resident files are up to date with accurate and complete documentation, maintaining compliance with all affordable housing programs, including Section 8 and LIHTC requirements.• Prepare for and assist with regulatory inspections and audits, ensuring the property is compliant with all local, state, and federal housing regulations.• Assist the Property Manager with maintaining compliance-related records and documents, including REAC inspections, file audits, and HUD reporting requirements. Property Operations and Resident Relations:• Assist in the overall management of the property’s daily operations, ensuring smooth collaboration between leasing, maintenance, and resident service teams.• Act as the Property Manager’s deputy, stepping in to lead the property team in their absence and ensuring continuity of operations, including handling resident issues, overseeing staff, and managing property needs.• Support leasing efforts by assisting with showing units, processing applications, and preparing lease agreements, ensuring compliance with fair housing laws and company policies.• Work with residents to address their concerns, respond to inquiries, and ensure all service requests are handled promptly and professionally.• Assist with the organization and coordination of community events, promoting positive resident engagement and fostering a strong sense of community. Vendor and Contract Administration:• Assist with the coordination and management of vendor services, ensuring all service contracts are properly tracked, invoices are processed, and services are delivered in accordance with the agreed-upon terms.• Collaborate with the Maintenance Team to ensure that vendors complete necessary repairs and services on time and to the required quality standards.• Assist the Property Manager in tracking contract renewals, vendor performance, and compliance with insurance and licensing requirements.• Oversee the procurement of property supplies and materials, ensuring cost-effectiveness and maintaining adequate stock levels. Accounts Payable and Budget Support:• Process vendor invoices, ensuring proper coding and timely payment, and maintain accurate records of payments made to vendors and contractors.• Assist the Property Manager in preparing the property’s annual operating budget, including input on anticipated expenses, capital improvements, and vendor service agreements.• Monitor actual expenses against budgeted amounts, identifying discrepancies and working with the Property Manager to address variances.• Track utility usage and expenses, ensuring accuracy in billing and making recommendations to reduce costs where possible. Compliance and Risk Management:• Ensure the property remains in compliance with all local, state, and federal housing regulations, including fair housing laws, affordable housing program requirements, and safety standards.• Conduct regular reviews of resident files, lease agreements, and recertification documents to ensure compliance with HUD, LIHTC, and other affordable housing programs.• Assist with preparing for inspections by regulatory agencies, lenders, or investors, ensuring that all necessary documentation is complete and accurate.• Help maintain risk management protocols by ensuring all resident and property-related incidents are documented, reported, and addressed in accordance with company policies. Resident and Leasing Support:• Assist with all leasing activities, including showing available units to prospective residents, preparing lease agreements, and processing applications.• Ensure all leasing activities comply with fair housing laws and company policies, providing equal opportunities for all prospective residents.• Help maintain occupancy levels by following up with prospects, conducting outreach efforts, and assisting in marketing efforts to attract new residents.• Support resident retention initiatives by responding to resident needs, resolving issues, and fostering a positive living environment. Property Inspections and Maintenance Coordination:• Conduct regular property inspections to ensure that the property meets cleanliness, safety, and maintenance standards.• Assist in coordinating maintenance and repair requests, ensuring that work orders are completed efficiently and to the satisfaction of the residents.• Monitor the quality of unit turns, ensuring that vacant units are rent-ready in a timely manner and meet company standards for condition and appearance.• Work with the Maintenance Team to develop and implement preventative maintenance schedules and ensure the timely completion of required maintenance tasks.Qualifications: General Requirements: Skills & Experience1+ years’ experience in Property Management or related real estate discipline1+ years’ experience with standard real estate software (Yardi, Microsoft Office 365 preferred)Experience with affordable housing programs (Project-based Section 8, Section 202, LIHTC) preferred but not requiredExperience managing accounts receivable, payable, and financial reporting.Excellent organizational and multitasking abilities, with strong attention to detail.Proficiency in property management software (Yardi preferred) and strong skills in Microsoft Office Suite (Word, Excel, Outlook).Strong verbal and written communication skills, with the ability to provide exceptional customer service and resolve resident concerns professionally and efficiently.Ability to manage competing priorities and assist with all aspects of property operations in a fast-paced environment.Takes initiative: seeks to understand the goal, develops a plan, and deliversInquisitive: asks good questions & pieces together information from multiple sourcesTech-savvy: comfortable with new tech – keen to use technology to deliver faster, better resultsExcellent Communication: able to communicate effectively with stakeholders at all levels, verbally and in writingDetail oriented: sees the big picture, but understands & appreciates that the details matterStrong Time Management: able to balance multiple competing prioritiesExcellent Interpersonal Skills: builds strong relationships and leverages those relationships to deliver great outcomesProfessionalism: calm, cool, collected - unflappable, even under pressureProblem Solving: solutions oriented, getting as close to a ‘win for all’ as we canFlexible & Adaptable: willing to go the extra mile, adapts well to changing circumstancesExercises Good Judgment: considers multiple perspectives, weighs up risks, and makes a decision Physical Demands Sedentary: sitting most of the timePhysical: frequent use of laptop computer, keyboard, mouse and tabletTravel: Locally to attend meetings with partners, vendors, etcVisual: frequent use of computer monitor and tablet