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Job Title Assistant Community Manager
Location: New York
State New York
Date Posted: 20 Nov 2018
Position Description:

We are seeking an assistant community manager to join our multifamily management department. This position ensures resident relations remain positive and their requests and issues are met quickly and efficiently. This position supports the Community Manager to manage one or more properties within the portfolio efficiently and effectively while learning and developing competencies important to the Community Manager's role.

Essential Responsibilities:

Resident Relations:

  • Promptly and politely acknowledge all resident requests, complaints, and inquires.
  • Attend to all requests and complaints consistent with contractual obligations as well as Rose and/or client standards.
  • Clearly communicate and explain the ownership’s response to requests for work that exceeds landlord’s obligation.
  • Foster congenial relations between residents, management and building staff.
  • Draft, prepare, and distribute owner-directed communications, including but not limited to BuildingLink email blasts, flyers and other mediums of written communications.

Administrative Duties:

  • Code and process accounts payable and receivable for the property.
  • File all compliance paperwork, if applicable.
  • Maintain updated office files.
  • Order and maintain the inventory of office supplies.
  • Monitor storage, bicycle, and fitness agreements to ensure contracts are in place each month and that payments are up-to-date.
  • Prepare monthly arrears reports, and ensures delinquency less than 0.5% of GPR.
  • Coordinate the monthly Move In/Move Out schedule, and collect certificates of insurance from moving companies.
  • Process Move out Reports and security deposit refunds.
  • Complete annual apartment registration forms, if needed.
  • Assist the Community Manager with entering data in the on-line work order system.

Building Operations:

  • At the direction of the Community Manager, assist the Resident Manager with performing post-move out walk-throughs to note charge backs where applicable.
  • Communicate with residents regarding security deposit refunds, and ensure refunds are properly processed.
  • Assist the Community Manager with reviewing contracts and obtaining estimates from new vendors when appropriate.
  • Manage commercial tenants and ensure they have all necessary insurance policies in place, rent is paid.

General Duties:

  • Assist the Community Manager with budget forecasting and preparation.
  • Assist with any building-related events or emergencies as required.
  • When required, provide after hours on-call support to the Resident Manager.
  • Communicate any issues regarding other property employees to the Community Manager.
  • Attend any designated weekly or monthly meetings.

Leasing Function:

  • Conduct leasing demonstrations as necessary.
  • Maintain optimal renewal rate through administering renewal leases.
  • Work closely with property management regarding renovations, maintenance and resident needs.
  • Process and submit all lease administration paperwork.
  • Prepare monthly reports for lease expirations and occupancy.
  • Monitor new and renewal leases and their input into property management system.
  • Renewal and Vacancy Lease data entry and office transmittal.

Position may be required to perform duties outside their normal responsibilities as needed and when requested.

Qualifications and Competencies:
  • Bachelor’s degree in business, marketing, real estate or finance or equivalent experience in residential property management.
  • 4 years of experience in property management, leasing or real estate.
  • Experience as a Lease/Sales agent a plus.
  • Proficient in Word, Outlook and Excel.
  • NY Real Estate sales person license preferred. If unlicensed, the Assistant Community Manager will be required to obtain a NY State Real Estate Salesperson license within 90 days of employment.
  • Able to effectively deal with a range of people and personalities. Hospitality/hotel experience a plus.
  • Basic knowledge of building systems and/or a desire to learn more about the same. Hands-on experience very advantageous.
  • Experience with Revenue Management Systems.
  • Consistently conveys that residents are the highest priority. Respects resident needs and expectations and lets residents know if their expectations cannot be met. Shows genuine sensitivity to the needs, feelings and capabilities of other people. Deals with others in a pleasant manner. Treats others with respect and consideration.
  • Takes a proactive approach to anticipating and preventing problems. When a problem occurs, define those problems, investigate obstacles, gather relevant information, decide whether solving the problem should be a group decision, generate and analyze alternate solutions and arrive at a workable solution.
  • Builds rapport and develops alliances with a broad range of people. Resolves conflict effectively while remaining objective in the face of strong emotions. Can acknowledge strong emotions without being unduly influenced by their intensity.
  • Prioritizes tasks and manages time to ensure that deadlines are met. Achieves results within established timelines. Recognizes opportunities and initiates actions to capitalize on them. Looks for new and productive ways to make an impact.
  • Able to work with limited supervision at times and meet critical team deadlines at times in support of owner-defined projects and goals for the portfolio.
  • Effectively manages his/her workday, able to prioritize tasks.
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