Property Manager

Come join our growing team! If you are looking for a rewarding role with opportunities for growth at a company that values integrity, innovation, and teamwork, look no further! Barkan Management Company is a leading property management firm serving over 200 residential communities across 8 states, with regional offices in Boston and Washington D.C. Founded in 1964, we have over 50 years of experience in real estate, specializing in community association and multi-family management, encompassing market rate and affordable housing. Our team of over 800 talented professionals shares a commitment to delivering unparalleled service, maintaining the highest quality standards, and exceeding client expectations.

About the role

The Property Manager is accountable for all community operations, effectively managing and coordinating persons, activities, and available resources to accomplish community objectives as set forth by the Supervisor and Property Owner. These objectives include maximizing occupancy levels and community values.

Reports to: Vice President/Account Executive. FLSA status: Exempt (non-eligible for overtime).

Responsibilities

Personnel

• Provide leadership and direction to Associates at assigned property, including mentoring and ensuring staff support of the corporate mission.
• Advocate on behalf of Associates to enhance individual performance and provide excellent customer service to residents.
• Assume primary responsibility for preliminary interviewing, making hiring recommendations, 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.
• Motivate staff through positive reinforcement, setting an example, and taking corrective measures to ensure outstanding performance.
• Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership.
• Plan weekly/daily office staff schedules and assignments.
• Coordinate maintenance schedules and assignments with Maintenance Superintendent.
• Administer action plans consistently and on a timely basis for performance issues; document appropriately and communicate with Supervisor and Human Resources.
• Ensure all administrative processes involving personnel are handled on a timely basis (e.g., performance evaluations, salary reviews, time sheets, change of status forms).
• Train the Assistant Manager 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

• Be an effective communicator with clients, supervisors, associates, co-workers, residents, vendors, and others.
• Respond to client, supervisor, and resident inquiries within the 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.
• Collect rent and take appropriate legal action in the event of nonpayment, adhering to landlord/tenant law and lease agreements.
• Ensure timely completion of all required reports to the supervisor, owner, and applicable federal/state agencies.
• Ensure adherence to property rules and regulations, lease provisions, or other governing documents.
• Negotiate and coordinate services and contracts associated with property operation, with all proposed contracts reviewed and approved by the Supervisor and Client.
• Prepare timely management reports and other related material for Supervisor & Owner.
• Attend meetings with Supervisor and Owner.
• Oversee the property's answering service, ensuring superlative customer service and accurate contact information.
• Notify residents of all issues affecting their tenancy.
• File court documents for eviction and attend scheduled court hearings as the Landlord's representative.
• Oversee security deposit administration, including inspecting units, preparing disposition letters, and processing returns.
• Ensure the property's filing system is maintained, including resident, applicant, accounting, 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 regulations, including HUD/monitoring agency requirements for recertification, initial certification, special claims, and voucher processing.
• Maintain required professional certifications for the site and as determined by the Supervisor.
• Learn and understand all applicable affordable housing documents, including Tenant Selection Plan, Affirmative Fair Marketing Plan, Regulatory Agreement, and Mortgage Note.
• Learn and understand all reporting requirements to applicable monitoring agencies.
• Prepare for and follow up on all agency inspections, such as MOR, file reviews, and REAC.
• Submit, update, and respond to all requests by the monitoring agency.

Leasing & Marketing

• Foster excellent, quality-based, professional service to residents and clients.
• Maintain the highest possible occupancy levels and carry out necessary marketing programs.
• Make recommendations for a marketing plan/strategy and administer the plan.
• Confirm that leasing staff techniques are effective in obtaining closings.
• Approve all applicants and complete all leases and other move-in paperwork.
• Develop and implement a resident retention plan, including resident orientation to the property.
• Execute marketing and advertising campaigns for apartment leasing and coordinate leasing events such as open houses, realtor tours, and resident promotional activities.
• Lead tours of the 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 sufficient resident activities and programs, including social programs, are available to all residents.
• Ensure 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.
• Ensure communication to all residents for community-issued notices.
• Consistently implement policies of the community.
• Collaborate with Resident Service Coordinators and Support Services to provide residents with 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 all preventative, routine, and capital maintenance is carried out in accordance with the property budget and goals.
• Prioritize and schedule routine, preventative, apartment turnover preparation, non-routine maintenance, and cleaning requirements.
• Conduct property inspections at least once per week and follow through on appropriate actions.
• Ensure 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 programs.
• Utilize Yardi to enter 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 unsafe conditions are corrected immediately.
• Direct staff to follow a "safety first" principle.
• Report all liability and community incidents to the 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

• Prepare the annual operating budget.
• Review and report to the supervisor all variances against the budget on a monthly basis.
• Purchase all goods and services in accordance with 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, prepare specifics, and solicit a minimum of three bids for significant expenditures.
• Process and approve payables.
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable.
• Demonstrate ability to understand financial goals and operate assets in the 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 grant reimbursement funds.
• Submit monthly all special claims to HUD for reimbursement.

Networking

• Participate in a professional organization (e.g., CTAA, IREM, NEAHMA) and attend meetings, conferences, etc., to gain industry knowledge and market the company.

Essential Job Functions

• Demonstrate ability to apply principles of logical thinking to define problems.