The Real Estate department at West Virginia University is currently accepting applications for an Assistant Property Manager.
About the Opportunity
This position reports to the to the Property Manager of College Park (“CPark Manager”) and will work at the will and pleasure of the CPark Manager and the Executive Director of Real Estate Operations. The primary responsibility of this position is to ensure the smooth daily operations of designated University Apartments with a dedicated focus on the College Park community by providing and performing a broad array of assigned tasks and services, including, without limitation, the following duties listed below.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
13 paid holidays (staff holiday calendar)
15 annual leave (vacation) days per year (or more based on years of service)
18 sick days per year, and the flexibility to use that time to care for immediate family members
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
Wellness programs
What You'll Do
Property Management Duties:
With the Property Manager, manages daily activities of all aspects the property management of College Park, along with the Community Assistant, in general and specific building services functions. Shall arrange work shifts and schedule any special assignment as required to ensure all College Park requirements are met. Monitors budget of student employees, temp employees and PT/OT staff salaries in order to assist the Property Manager in budget planning and management.
Assist Property Manager with interviews of Community Assistant applicants, making decisions on employment, counseling, and discipline. Job duties are not to be considered to exclude any work, which may cross tasks or other, assigned duties. Maintaining effective communication with the renters, other WVU employees, project partners, consumers as well as the public in general.
Responsible for the stable and safe operation of College Park
Submit work order requests through the Facilities Service Desk database.
Dispatch maintenance/housekeeping personnel when conditions warrant in order to maintain safety of the tenants/facility.
Maintain housing database(s) with tenant information e.g. name, room type, contact information, etc... Processes any waivers or exemptions against rent. Monitors aging report for delinquent accounts. Post damage and miscellaneous charges to tenants’ accounts, e.g. electric, parking, additional rents, etc...
Assess charges to residents for unnecessary cleanup, damages, and repairs. Routinely monitors work order requests.
Inspect apartments prior to residents moving in and at resident move out when contract ends. Periodically inspect occupied apartments for safety and security measures that are brought to the attention of management. Enforce contract, apartments, and University rules and regulations. Maintain contact with West Virginia University Police, and report issues, as appropriate.
Send correspondence via email and/or typed letters to tenants notifying them of rent delinquency, violations, renewals, maintenance issues, etc. Initiates correspondence to remind or notify tenants in mass as needed. Sorts and distributes mail and packages as needed. Receives shipments of supplies as per WVU procedures and verifies accuracy. Oversee and manage mail sorting for College Park tenants.
Use T-2 parking system to issue parking tickets at CPark parking lots and to process parking permits for tenants with parking leases. Keeps track of parking permits of tenants in excel spreadsheet and updates as needed.
Shall coordinate, schedule, and be responsible for all aspects of move in/out.
Complete room assignment in the StarRez database and notifies appropriate offices of changes needed. Creates financial assessment information and all pertinent apartment fee charges information in StarRez in relation to established lease.
Review accounts in Banner as needed to assist tenants with understanding charges or to verify incorrect charging.
Responsible for issuing keys to tenants, maintaining signature logs and key cabinets. Maintains coded key boxes on the exterior of the building for weekend tenant move in. Maintains code list and changes box codes as needed to ensure key security. Periodically audits key records and requests lock changes when necessary. Issues cubicle storage space/keys and maintains records of cubicle usage on spreadsheet Gene rates appropriate assessments for space rental.
Coordinate and execute tenant events.
Leasing:
Implement on and off campus marketing strategies for the purpose of advertising properties in maintaining goal of 100% occupancy. Serves as official University representative in contract/tenant negotiations and contract signing for apartment occupancy:
Receive applicants/residents cordially by greeting them and providing them with information on vacant properties available for rent.
Asks questions and hold discussions with the applicants to assess their needs regarding properties.
Make sure all related forms and leases were properly completed by the lessee, and assist them in completing the process correctly. Notify tenants in a timely manner if corrections to a completed lease are necessary.
Resolve resident queries and doubts over the phone and in personal meetings.
Maintain accurate records of new and existing residents for future business purposes.
Obtain proper client signatures on leasing agreements.
Ensure all executed leases are scanned and saved in the appropriate shared folder. Send executed copy of lease to tenants via email.
Explain leasing policies to prospective applicants.
Schedule lease signing appointments.
Maintain all leasing records including, without limitation, appointment records, scanned and physical leases, assignments, move-in sheets, etc.
Maintain current information on all aspects of a property including size, special features, expiration of current leasing agreements and pricing. Provide information about a particular property and the community for a prospective client.
Help apartment complexes achieve and maintain high occupancy rates.
Accompany marketing team to promotions for lease signing opportunities, e.g. housing fairs.
Pay Grade: 12
Qualifications
Associates degree in business related, hospitality or customer service field.
A minimum of one (1) year of experience involving:
Real Estate experience.
Leasing or in a leasing role and/or management role or real estate experience in higher education institutions, commercial real estate management, real estate consultation or property management of multi-use, multi-family buildings.
Strong analytical skills and the ability to provide analysis and support to assist in data-driven decision making.
Excellent customer service skills.
Exceptional initiative, attention to detail, organizational, and prioritization skills.
Strong sales skills.
Excellent interpersonal, motivational, listening and teaching skills.
Strong organizational, leadership, analytical, interpersonal and excellent written and verbal communication skills are required.
Skillset for private and higher education apartment and mixed-use developments.
Ability to understand diverse perspectives on complex issues and the ability to support data-driven decision making through data analyses skill set.
Ability to handle confidential and sensitive matters.
Knowledge of local leasing market.
Works independently yet is team focused characterized by shared accountability.
Advanced skills using Microsoft Word, Excel, StarRez, and PowerPoint.
