Multisite Property Manager

About the Role

Chapman Management Group offers a premiere experience unlike any other for both residents and property owners in the Washington D.C. and surrounding areas. With a commitment to elevating the industry standard and advancing local communities, Chapman Management provides unmatched responsiveness while staying at the forefront of technology and advancements in property management services. This is a Multisite Property Manager position. The properties are located in Alexandria, VA and Washington, DC. The Property Manager is accountable for all community operations and includes assisting the Senior Property Manager at other sites.

Key Qualifications

• Must be English/Spanish bi-lingual
• Must possess a positive attitude and the ability to smile under all circumstances
• Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as Entrata
• Achieve Fair Housing certification on an annual basis
• Maintain required professional certifications for site and as determined by Supervisor
• Knowledge of OSHA regulations

Responsibilities

Personnel Management

• Provide leadership and direction to Associates at assigned properties, including mentoring and ensuring staff support of the corporate mission
• Assume primary responsibility for preliminary interviewing, making recommendations to Supervisor in selection of Associates, hiring, supervision and training of on-site personnel
• Complete annual performance reviews and make recommendations for salary increases
• Counsel underperforming associates and provide critical feedback to improve performance
• Effectively motivate through positive reinforcement, setting an example, and taking corrective measures to ensure outstanding performance of all staff members
• Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership
• Plan weekly/daily office staff schedules and assignments
• Coordinate maintenance schedule and assignments with Maintenance Superintendent
• Administer action plans consistently and on a timely basis with performance issues; document appropriately, communicate situation to Supervisor and Human Resources, and terminate properly upon approval from Supervisor
• Ensure all administrative processes involving personnel are handled on a timely basis (performance evaluations, salary reviews, time sheets, change of status forms, etc.)
• Train the Assistant Manager & Leasing Agent to assume all managerial duties in the event of the Manager's absence; train other staff members to operate basic functions in the management office

Communication

• Respond to client, supervisor, and resident within same business day, but no longer than 24 hours
• Write and/or discuss comprehensive responses via email or letter

Property Administration

• Establish on-site procedures to create a smooth and effective workflow to meet all requirements or deadlines
• Collection of rent and take appropriate action and legal remedies in the event of nonpayment of rent in a timely fashion as per landlord/tenant law and lease agreement
• Adhere to the timely completion of any and all required reports to the supervisor, the owner, and applicable federal and/or state agency
• Ensure adherence of property rules and regulations, lease provisions, or other documents governing the property
• Negotiate and coordinate services and contracts associated with the operation of the property, provided all proposed contracts are reviewed and approved by the individual to whom the Manager reports, as well as the Client
• Prepare timely management reports and other related material for Supervisor & Owner
• Attend meetings with Supervisor and Owner
• Oversee property's answering service, ensuring superlative customer service, up-to-date calling sequences, and accurate contact information
• Notify residents of all issues affecting their tenancy
• File court documents for eviction and attend scheduled court hearings as Landlord's representative
• Oversee security deposit administration including inspecting units to determine resident's balance or refund, preparing disposition letters, and processing security deposit returns
• Ensure property's filing system is maintained and includes resident, applicant, accounting, and vendor and contract files
• Confirm all leases and corresponding paperwork are completed and input into Yardi accurately and on a timely basis
• Develop and utilize sound rent collection procedures, including following up with delinquent accounts
• Deposit rent daily and complete all related documentation
• Monitor landlord-tenant relations and mediate disputes when necessary
• Establish and maintain regular daily office hours

Compliance

• Remain current in all aspects of affordable housing regarding HUD/monitoring agency requirements in recertification, initial certification, special claims, voucher processing, etc., by continually updating knowledge through classes/seminars/webinars through professional associations, knowledgeable co-workers, and any other resources available
• Learn and understand all applicable affordable documents to include, but not limited to, Tenant Selection Plan, Affirmative Fair Marketing Plan, Regulatory Agreement, Mortgage Note, as applicable to the site
• Learn and understand all reporting requirements to applicable monitoring agency
• Prepare for and follow-up on all agency inspections, such as MOR, file reviews, REAC, as applicable to the site
• Submit/update and respond to all requests by monitoring agency
• Assist with tax Credit Conversion and compliance at other properties

Leasing & Marketing

• Foster excellent, quality-based, professional service to residents and clients alike
• Be responsible for maintaining the highest possible occupancy levels and carry out all necessary marketing programs
• Make recommendations for a marketing plan/strategy and administer plan
• Confirm that leasing staff techniques are effective in obtaining closing
• Approve all applicants and complete all leases and other move-in paperwork
• Develop and implement a resident retention plan to include resident orientation to the property
• Execute marketing and advertising campaigns for apartment leasing and coordinating leasing events such as open houses, realtor tours, and resident promotional activities
• Lead tours of property, showing vacant units and marketing property amenities as needed
• Screen, review, and approve all applications
• Lead lease orientations and signings, and submit relevant documentation
• Represent the company in a professional manner at all times

Resident Retention

• Ensure that sufficient resident activities and programs, including social programs if applicable, are available to all residents
• Ensure that applicable and appropriate community resources are brought to the residents of the property
• Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management
• Ensure communication to all residents for community issued notices, etc.
• Consistently implement policies of the community
• Collaborate with Resident Service Coordinators and Support Services to provide residents referrals to appropriate agencies
• Assist with the development and implementation of resident services programming
• Assist in the preparation of the property newsletter

Maintenance Operations/Physical Plant

• Ensure that all routine, preventative, apartment turnover preparation and non-routine maintenance, as well as cleaning requirements, are prioritized and scheduled in a timely manner
• At a minimum of once per week, conduct property inspections and follow-through on appropriate actions
• Ensure that after-hours emergency service is handled efficiently and responsively
• Schedule and supervise capital improvement programs and other contracted projects
• Conduct annual unit inspections
• Develop and implement a preventative maintenance program
• Implement and monitor an energy conservation plan
• Identify, prepare for, and monitor capital improvements and replacement program
• Utilize Yardi to enter in and track work orders, and regularly review maintenance reports

Safety

• Prepare emergency procedures for the property
• Learn and ensure compliance with all local, state, and federal safety regulations/rules
• Ensure that unsafe conditions are corrected immediately
• Direct staff to follow a "safety first" principle
• Report all liability and community incidents to insurance carrier and Supervisor immediately
• Ensure all workers' compensation claims are reported to Human Resources immediately and proper paperwork is completed
• Complete any pertinent safety checklists with maintenance staff

Financial & Budgetary

• Preparation of the annual operating budget
• On a monthly basis, review and report to supervisor all variances against budget
• Purchase all goods and services in accordance with, and within, budgetary limits (approval limit: $1,000)
• Adhere to the purchasing and invoice payment policy of invoice payment within 30 days of receipt
• Maintain accurate and legible records of all expenditures as established for the property
• Investigate competitive pricing in purchasing goods and services, prepare specifics and solicit a minimum of three (3) bids for significant expenditures, or in accordance with the management agreement and the client's goals and objectives
• Process and approve payables
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable
• Demonstrate ability to understand financial goals, operate asset in client's best interest, and in accordance with policy and procedure
• Prepare appropriate updates and requests for RSC grant renewals to HUD; submit monthly for the grant reimbursement funds
• Submit monthly all special claims to HUD for reimbursement
• Submit Petty cash receipts monthly for review and approval

Essential Functions

• Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action
• Effectively convey ideas, images, and goals to a diverse group of personalities