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Portfolio Manager Assistant

2 weeks ago

Limerick, Limerick, Ireland beBeePortfolioManager Full time
Assistant Portfolio Manager Job Description

This role is responsible for supporting the portfolio manager in various duties and functions that contribute to the overall success of the portfolio. The assistant portfolio manager will be involved in all aspects of the market's property management cycle, resident interactions, and oversight tasks.

  • Support to Portfolio Manager: General support to the portfolio manager on tasks, projects, organization, planning, and meetings at their direction.
  • Property Management Cycle Tasks Management: The assistant portfolio manager will act as the first line of review, overview, approval or direction for core property management tasks in our workflow.

Leasing Workflow

  • Agent Performance Monitoring: Monitoring agent performance via ShowPro review, lead follow-up and advertising of unit execution, conversion ratios, and participation in monthly goal setting and delivery.
  • Application Screening: Monitoring the Applicant Tracking report to move applicants forward, collecting or communicating missing or needed data or documentation to agents.
  • Approval of Screened Residents: Approval of screened residents with approved status.
  • Rejection of Screened Residents: Rejection of screened residents with reject status.
  • Conditional Investigations: Initial investigation/documentation request and work on conditional situations.
  • General Agent Support: General agent support as deemed necessary: advertising, posts, RentCafe, actual leasing.
  • Compliance Monitoring: Compliance monitoring and responsibility: lease uploads, complete files, etc.

R&M Workflow

  • R&M Performance Review: General participation in R&M performance review at PM direction or discretion.
  • Escalation: 1st tier escalation for upset residents interacting with service admin, admin, or retention specialist presenting issue and recommendation to PM.
  • Determination of Validity: Determination of validity and authority to enter PM Requests into Yardi for occupied issues to be sent to service team for resolution.
  • PM Request Monitoring: Monitoring of open PM requests to ensure they are closed out in a timely manner and resident is communicated with via Assistant PM or Service Admin.

Retention Workflow

  • Rate-Setting Discussions: Participates in rate-setting discussions or planning for upcoming renewal letters.
  • Escalation: 1st tier escalation for upset residents to generate resolution PM Request, rate increase concessions, etc. monitored via retention rate and renewal rate growth goals.
  • Delinquency/Collections Calls: Delinquency/collections calls during first 10 business days.
  • Violations Management Assistance: Violations management assistance as needed: Delivery, calls, PM requests, close-out tracking.
  • General Retention Specialist Support: General retention specialist support as deemed necessary: renewal signing assistance, property inspections, resident outreach, move-out confirmation calls, etc.

Turnover Workflow

  • Closing CAA and YU Tasks: Monitoring and close-out of CAA and YU tasks in conjunction with PM.
  • YU Unit Setup: Setting YU units to on-show and setting market rates using SOP and market knowledge.
  • AE Task Exposure: Exposure to AE task, but with no authority for AE approval.
  • General Service Manager Support: General service manager support as necessary: MIR assistance, agent pushback review, etc.

Financial Review

  • Periodic Budget Review: Exposure and monitoring to periodic budget and actual results.
  • Results Review and Goal Setting: Participation and review of results and goal setting or focus changes, analysis, or ad-hoc assignment to improve or correct areas of weakness relative to net operating income goals.
  • General Tasks: Assists the team with various tasks, essentially handling most administrative functions in the office, the overflow, resident follow-up, and any unassigned tasks.
  • Move-In/Move-Out Tasks: Assist with move-in or move-out tasks as volume necessitates.
  • Month End Close Assistance: Month end close assistance via report monitoring, agent accountability, compliance, etc.
  • Court Proceedings: Attends court proceedings when necessary.
  • Special Projects: Special projects as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

  • Bachelor's Degree in Business Administration: Bachelor's degree in Business Administration.
  • Highly Organized: Highly organized.
  • Strong Attention to Details: Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills.
  • Able to Multi-Task: Ability to multi-task.
  • Fast-Paced Environment: Ability to thrive in a fast-paced environment.
  • Computer Proficiency: Aptitude with computers, internet, network phone systems, MS Office and Salesforce.
  • Cultural Competence: Must be capable of working effectively with people from differing backgrounds/education levels.
  • Experience: 2-5 years of experience.
  • Valid Driver's License: Valid Driver's License is a requirement.

Reasonable Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibility: This position has no direct supervisory responsibility.

Travel: None

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.