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Assistant Property Manager

Helix Property Management, LLC

This is a Full-time position in Fort Collins, CO posted November 27, 2021.

Residential Management 
Monitor Maintenance / Leasing email and communications with tenants and vendors

Create and sustain a motivating and professional environment amongst the maintenance staff and office staff. 

Monitor Emergency Line 

Perform tours for leasing season, and follow through with the application process to move in.

Assist in coordinating turns with the PM and Maintenance techs.

Thoroughly inspect units during preventative maintenance to ensure lease compliance and to propose time and repairs for turns.

At the direction of management, schedule maintenance for properties coordinating maintenance technicians, and vendors using Outlook Calendar as per the Operations/Property Manager instruction 

Direct tenant and vendor complaints to PM or OM. 

Assist managers when searching for Quotes / Estimates for projects
– Obtain 3 quotes, estates for current properties and projects as needed and report to RPM or OM for approval. 

Work with maintenance to maintain current spreadsheet for maintenance milestones, annual inspections, snow log, lighting checks, grounds walks including photos for liability concerns

Open, review, and close maintenance work orders, working with maintenance techs for work order audits and filing.

Review to guarantee they are completed with notations regarding tenant charges and vendor activity. (Tenant charges are to be emailed to the RPM). 

Review and discuss with the OM or PM for approval regarding contacting vendors for projects and or purchase of supplies/appliances.

All costs over $50 must be approved.

Coordinate vendor timing with staff or technicians if needed when vendors are at our properties.

Maintain overstock and shop inventory using a live document, ensuring constant organization, and auditing are completed.

This live document is to be shared and monitored with the OM and PM and live on the Teams site.

This will require thorough cleaning of current storage facility and serious removal of items no longer needed.

Ensuring the grounds at each property are well maintained

Delinquency Reporting – to PM

Research competitor rental rates in the area

Reporting any issues that require vendor attention (i.e., carpet, tree damage, etc.) and following up to ensure resolution
Office / Admin Responsibilities 
Review and approve maintenance technicians time sheets – send them weekly to the OM, copying the PM.  

Work directly with OM / HR Support for staff complaints and conflict. 

Weekly Receipt / Expense Reports complete with tenant charge, property, and unit details, sent directly to accounting, copying the PM, and OM.

Creating and tracking spreadsheets to ensure the most efficient and productive notes are kept on each property/unit (turns, carpet, paint, replacements, etc.) 

Complete detailed maintenance reports weekly, to ensure property time reimbursement, sending those weekly to the OM, copying the PM.

Data Entry and Bookkeeping with guidance from PM/OM/Accounting

Legal Work
Short Term Rental Management
Define in detail the needs of prospective guests, guide them to suitable options, and to accurately describe verbally and in writing the vacation rental properties, our reservation policies, and procedures

Auditing calendars, guests check in information, and lock system

Input profiles on lock system regularly

Coordinating with maintenance to ensure repairs are done timely

Preforming regular quality inspections of short terms and inventory monitoring

Effective time management skills are vital to successfully manage daily correspondence volume and assigned tasks

Strong ability to multi-task and attention to detail as we operate in a technology-driven environment.

Assist with follow-up payment processing on guests’ reservations.

Communicate in a timely manner with appropriate staff when you identify an opportunity to create efficiency or improve service

Accuracy and attention to detail in all processes and communication

Demonstrate a high degree of integrity and confidentiality

Provide professional customer service at the highest levels with a desire to succeed

Exceptional verbal and written communication skills

Answer telephone, emails, and messages in a clear and professional manner
Job Type: Full-time

Pay: $40,000.00
– $45,000.00 per year

Health insurance
Paid time off
8 hour shift
Monday to Friday
On call
Weekend availability
COVID-19 considerations:
Must wear a mask when interacting with vendors / tenants / etc.

Vaccination Preferred.

High school or equivalent (Preferred)
Property management: 1 year (Preferred)
Driver’s License (Required)
Work Location: Multiple Locations