Assistant Property Administrator at VPM Management in San Jose, CA

Terramina Square is a 157-unit Tax Credit Community located in San Jose, CA.

The Assistant Property Administrator plays a role in the effective operation of our communities. The individual in this role will be responsible for assisting with staff supervision, regulatory compliance, leasing, and resident services. Success in this position requires a balance of administrative expertise, leadership ability, and a commitment to maintaining operational excellence across all aspects of property management. The Assistant Property Manager will work closely with the Property Administrator and in the absence of Property Administrator to help maintain community standards, support homeowners, coordinate vendors, and assist with administrative and compliance-related responsibilities.

ESSENTIAL JOB FUNCTIONS

• Manage leasing activities by overseeing tenant inquiries, property tours, application processing, and lease execution.
• Collect rents, security deposits, and oversee delinquency processes, including legal actions when required.
• Assist with managing vendor relations, including bid evaluations, contract oversight, and service quality monitoring.
• Support community engagement initiatives through newsletters, resident communications, and activities.
• Assist with the daily management and operations of the community.
• Support with LIHTC compliance and resident eligibility documentation.
• Process initial certifications, annual recertifications and interim recertifications as required.
• Monitor common areas to ensure cleanliness, safety and overall appearance.
• Ensure resident files meet LIHTC and regulatory requirements.
• Prepare files for compliance audits and monitoring reviews.
• Maintain accurate records in property management and compliance software systems.

REQUIRED EDUCATION AND EXPERIENCE

The position requires proven competence in property administration and a clear understanding of compliance standards, tenant relations, and staff management. The successful candidate will be expected to demonstrate professionalism, reliability, and a high level of organizational skill.

• Previous Low Income Housing Tax Credit experience in property management, with at least one year of apartment management experience.

• Basic understanding of apartment maintenance.

• Excellent organizational skills and the ability to set clear priorities.

• Problem-solving skills with the ability to analyze issues and implement effective solutions.

• Courteous and professional demeanor in all interactions.

• Demonstrated experience in staff supervision, leasing, and resident retention.

• Knowledge of Fair Housing and tenant/landlord laws.

• Proficiency in preparing and analyzing reports while managing multiple tasks within deadlines.

• Previous leasing or customer service experience in property management or real estate.

• Strong communication and public relations skills with a professional and courteous manner.

• Good organizational skills with a detail-oriented approach.

• Ability to walk long distances and navigate stairs with ease.

• Proficiency with basic computer applications, including property management software and 10-key.

• Demonstrated ability to build trust and deliver outstanding service in a community setting.

• Sales and negotiation skills to support leasing goals and occupancy rates.

COMPENTENCIES

• Ability to read and comprehend written instructions provided by the Property Administrator.
• Adhere and lead through the company policies and procedures. Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act and all other laws pertaining to the industry.
• Ability to demonstrate proficiency in property management software and use it effectively to support daily operations.
• Lead in a manner consistent with VPM Management, Inc current standards as well as between properties, teams and locations.
• Ability to give direction, adapt to change, establish relationships, anticipate roadblocks and work in a team environment.
• Must be self-motivated, able to complete assigned tasks.
• Able to multitask and prioritize.

OTHER JOB REQUIREMENTS

• Ability to complete tasks requiring overhead work.
• Demonstrate ability to learn and adapt to property management software systems.
• Ability to lift, push, pull up to 15 lbs.
• Ability to lift and carry materials weighing up to 15 lbs.
• Ability to push, pull, bend and reach constantly.
• Ability to walk, stand constantly.
• Ability to walk up and down stairs safely frequently.
• Ability to communicate in English clearly in order to be understood by co-workers, residents, vendors and other local agencies.
• Must possess reliable transportation, a valid driver’s license, and state-required automobile insurance coverage.
• May perform other duties as directed.