Topic: I need some clarification about being an assistant property manager. What’s the average amount of work for an Assistant?

Hey! I need some clarification about being an assistant manager. What’s the average amount of work for an Assistant? I’m just curious to see what’s “normal”

Is it typical for an Assistant to handle leasing/leases, payments, reporting, vendor scheduling, unit turns, closing/scheduling work orders, unit inspections and basic operating stuff?

I’ve worked as a leasing agent, at a few properties and now am an assistant. Where I handle a lot more things. Which is is normal and I like learning it all.

But at my other properties, the Maintence supervisor handled the unit turns, Maintence orders, scheduling/closing out work orders.

I’m just wondering if it’s different at other properties. I don’t mind doing it, but it is a lot for one person and I feel like it’s just me doing everything. Is that normal?

At my property, my AM is responsible for lease renewals and deposit accounting. More ops than sales and leasing. And learning my job, in case I get hit by a bus. 

 I agree with you! I’m an APM… my main focus is delinquency, renewals, deposit accounting and work with the PM to learn that job.

You are correct about the maintenance aspect. It is important for the leasing office to communicate with maintenance so you can relay information to the resident, but you shouldn't be handling turns, inspections, closing work orders, etc. That is the role of the service manager. If the service manager needs assistance, the community manager needs to step in. If you are down a position, then all hands are on deck. Otherwise that doesn't sound like a role of an APM.

The property is 193 units btw. Its just me and the property manager.If that makes a difference. I know size can change things.

I’m at a similar size property; just me and the manager. I handle almost all leasing and renewals and payment processing. We split vendor scheduling and work orders (I mostly input and she closes). Ordering is a split job. My PM handles all reporting, deposit accounting, checks all the leases, and pays all the bills. She does initial walkthroughs and we both do final walks with maintenance before move in.

The size of your property makes a difference. Smaller properties have less staffing so everyone works harder since the work is divided amongst 2 people. But your maintenance supervisor should be handling the maintenance related items. If he is not, either he doesn’t know how to do it or he’s taking advantage of you. I’ve worked at both smaller properties and monstrosities. The bigger the property, the more staff which means the work can be divided amongst more people. On the positive side, you’re learning EVERYTHING and that’s priceless! It will help you in the long run! Good luck!

Sounds like you need a good leasing agent.

Some managers think assistance managers are there so they don’t have to do anything. However look at it this way you are now learning everything you need to know to be the manager instead of the assistant manager. Now you can move up in the world and get a different job or take the managers job if she’s not doing her job

 I’ve worked for one before and working for one now. Which I’m not thrilled about but accept. I enjoy learning, talking with people and see the value.
And moving on is the plan eventually! Get good at the job and move on!

When I realized I was doing all the managers work and she was getting the pay check is when I decided to ask for a promotion lol

I did it all at one point or another as an assistant. You are there to be back up/overflow in case the manager is out as well as training for your next promotion.

In my opinion, in many ways the Asst Mgr is as vital as a Manager, and wears as many hats!!! Its a very key and important position. Also, in many ways they work harder than Managers!!!

I would have a discussion with your property manager and the maintenance supervisor. Is that the way it’s always been done? Now is a opportunity for change. If the supervisor doesn’t currently have the skill set to perform those tasks, 2022 may be a great year for growth and learning a new skill sets.

Normal. I do all of that and more. It’s wonderful when you have a Maint supervisor to do those things but in my time, I’ve only had one. The others required assistance.

The enumerated quantity of items devoid of the context of how much volume isn’t really significant. If it is one unit then you probably should have more tasks. If it is a high rise and you are by yourself then you’re awesome. Likely your somewhere in the middle, average.

Welcome Assistant Community Manager do it all and some! We are the backbone of the community and unfortunately usually under appreciated for all the work we do! But yes learn and learn more so you can move up don't let anyone stop you! Good luck

It’s different at different companies and under different managers. My MS handle the turn stuff as he should. I always my my APM to know my job but not do it. The best thing is to be a team and both everyone help each other when it’s needed but we all need our own duties.

The Manager need to re enforce what everyone’s job duties, it is very unfortunate that some communities put all of this on the Assistant Managers who are very under paid for what the expectations are. I have managed for 19 years and my maintenance supervisor is responsible for all the make readies, scheduling for turns and closing his own work orders. Assistant is the Managers right hand person.
Learn all that you can this will make you a better Manager

I’ve literally made a list. So when I do get my own property I can remember what and how it felt. It’s been one heck of a learning experience!

I did everything except put invoices into Yardi so the accountants could pay them. That’s all the property manager did. I expressed I needed help and corporate turned a blind eye. I left. On top of that only a part time leasing agent. So I did the majority of leasing and lead follow-up. The workload alone ruined me.

it seems this is the norm at this company. It also doesn’t help that processes change weekly. And there’s almost no communication. But I figure if I can learn the concepts, I can take that anywhere!

The best advice I have is be proud of your work and become a master!

Groundskeepers and assistant managers are the unsung heroes of every property.

Depends on the company I suppose. But as an assistant you should be handling the deposit accounting, move out walks and charges, collections and past due balances on top of leasing. I’ve not yet worked for a company that requires the assistant to schedule turns or do vendor relations. That’s typically on the property manager/ maintenance supervisor.

Over time, I'd hope my AM could do everything a PM could, so they can grow in their career.

Yea! I don’t mind learning and knowing everything. But I’ve been here less than 90 days and it’s a lot! But it’s a heck of a learning experience!

Agreed, that this is a lot for your first few months, but I'll tell you this; many PMs would kill to have an awesome AM with your skills. Keep grinding and I'm sure you'll find yourself leading your own property in no time!

An AM is training to become a PM. This is a great learning opportunity that you have been given. This is the time to become a sponge and take in as much as you can about the operational aspect of property management. It may not feel like it, but learning every aspect of what and how things work on your property makes you a stronger, more valuable PM when you become one. If you ever lose your maintenance supervisor, as a manager you will know exactly how and what needs to be done. The more you learn, the more valuable you will become. Be thankful, a lot of people don't want to teach what they know. Fill your knowledge tool box up with as many tools as you can. This is how rock star PM's are made.

I would use it as a learning experience. You need to learn everything possible that would come across your desk as the PM. You should be able to fill the PM's shoes at a moments notice!

Here’s the thing. People need to be paid properly for their work, and if one is expected to do as much as a PM, they should be paid adequately for it. Which we all know AM is not and that’s why the language “learning opportunity” is used. In my opinion this is manipulative and is the benefit of keeping the budget lean. There are huge improvements to be made here in terms of role structure and compensation. I’ve seen far too many great people lost due to burnout and improper pay that would have been incredible assets to these companies.

I think that sometimes the problem comes from implementing technology but not offering sufficient training. The last big company I worked for rolled out Yardi Inspections that then created work orders, vendor requests and invoices. The expectation was for maintenance to handle this portions of Yardi (minus invoicing). The combination of lack of training and a busy turn schedule made it difficult.
Evaluate what portion can and should be done by your maintenance team but also ask if they need assistance in navigating the software. I’ve had coworkers who thought that maintenance was too slow with the computer portion of the work and handed it off to their assistant managers rather than taking the time to train them.

A team is a team. Everyone has to pull together to be successful. My company is great about spreading that message, but they also provide the man power to make it possible.

Companies operate differently, it's not the same across the board. It could even be different between properties within the same portfolio depending on staffing and unit count. Look at the company job descriptions for each role. Review policy and procedure manuals and ask for clarification regarding the overlap of responsibilities. Take this opportunity to learn as much as possible, your new role will prepare you for future promotions!

Most of these comments are perfect. To be successful keep this attitude -" I am being paid to learn." It will take you further it will keep you hungry and you be happier because it's about growth not paychecks. On top of this - take responsibility for your learning outside of work...read a self help or business book at least once each month. - I'm a format asset mngr and mngr....now I own a 7 person company that growing to 10 in the next 30 days and likely 13 by the end of the year.

It's hard to say what's normal. Depending on the unit count and how many other employees work there, might be totally normal.

Seems normal to me, and the longer you are an assistant, the more you take care of. Remember, you are the assistant manager, not the manager's assistant, you need to have your nose in everything. Learn to delegate though, I usually entrust my team with managing the make readies and focus more on marketing and leasing than I do, but if they start slacking, you gotta be able to pick it up. You can do it, congrats on the promotion.

Hello! I came from a retail background for 35years. Then started at a leasing agent- loved it! I asked to help them with Delinquency, walked vacate units, take pictures and give to the AM, because managers are usually off on weekends. So that help them alot. But i also made it clear i didnt want to be a manager..lol
( i was a DM & Regional and was burned out) so i just wanted to help.
But 6 months later the AM left and they asked me- i turned it down but was asked again. So i said yes, i was an AM for 2.5 yrs. Loved it! I learned so much more. During that time i was asked to be a PM- i said no a couple of times, but in 2019 i said okay bc the first property i was at I liked the owners and they purchased a small community that i can take care of. So now i am at another property more units, high raise and learning more and more everyday.
Take every day as a learning experience- good or bad ( we are human being, we are not perfect) but I put my mind set on the saying, do the best i can:)
Let go of what I cannot control or do !!! LOL