Job Title: Assistant Manager - Rent Collection
(Please review Leasing Agent Job Description addition to Assistant Manager)
Job Overview:
The Assistant Manager - Rent Collection is responsible for overseeing the timely collection of rent payments, managing tenant accounts, and ensuring that rental income is accurately processed and recorded. This role involves working closely with tenants, resolving payment issues, and assisting in maintaining financial records for the property management team.
Key Responsibilities:
Rent Collection & Management:
Ensure timely collection of rent payments from tenants in accordance with lease agreements.
Monitor and track tenant accounts, ensuring all rent is paid on time.
Send reminders for overdue payments and follow up with tenants on outstanding balances.
Process rent payments, including checks, bank transfers, and online payments.
Maintain detailed records of all rent transactions and deposits.
Tenant Communication:
Serve as the primary point of contact for tenants regarding rent payments, billing questions, and issues related to accounts.
Communicate with tenants about overdue payments, payment plans, and other financial matters.
Resolve disputes or discrepancies related to rent payments, security deposits, or lease terms in a professional and timely manner.
Assist tenants with setting up or modifying payment methods, including online rent payment portals.
Late Fees & Payment Plans:
Assess and apply late fees as outlined in the lease agreements for overdue payments.
Work with tenants on payment plans or arrangements when necessary, documenting agreements and ensuring compliance.
Coordinate with the Property Manager or senior staff if further action is needed, such as initiating eviction procedures for non-payment.
Account Reconciliation & Reporting:
Reconcile tenant rent accounts on a monthly basis, ensuring all transactions are recorded accurately.
Generate and maintain reports related to rent collection, outstanding balances, and late payments.
Provide updates to the Property Manager regarding rent collection performance and trends.
Assist with financial reporting, helping to track and manage cash flow related to rent income.
Lease & Payment Documentation:
Ensure lease agreements, payment records, and correspondence with tenants are properly filed and maintained.
Verify lease terms and conditions related to rent amounts, payment due dates, and late fee provisions.
Assist in the creation and distribution of rent receipts to tenants.
Compliance & Policies:
Ensure compliance with local, state, and federal laws related to rent collection and tenant rights.
Follow company policies regarding rent collection, payment processing, and tenant communication.
Assist in the development of procedures for handling rent payments, delinquent accounts, and eviction processes.
Customer Service:
Provide excellent customer service to tenants, addressing inquiries or concerns regarding their rent payments and accounts.
Foster positive relationships with tenants to encourage timely payment and resolve issues effectively.
Qualifications:
High school diploma or equivalent; a degree in business, property management, or a related field is a plus.
Previous experience in property management, rent collection, or customer service preferred.
Strong knowledge of rent collection procedures, payment processing, and tenant relations.
Excellent communication skills, both written and verbal, for effective tenant interaction.
Proficiency in office software (e.g., Microsoft Office) and property management software (Onesite) is a plus.
Strong organizational skills with attention to detail, especially when handling tenant accounts and payments.
Ability to maintain confidentiality and handle sensitive financial information.
Basic understanding of property laws and tenant rights.
Work Environment:
The position requires some time spent and meeting with tenants.
The Assistant Manager will work closely with property management staff, maintenance teams, and tenants.
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