Property Manager

About the Role

The Property Manager is accountable for all property operations, managing and coordinating persons, activities, and resources to accomplish property objectives set by the Regional Manager and Property Owner. Objectives include maximizing occupancy levels and property values. The Property Manager trains the Assistant Property Manager to assume all duties in the manager’s absence and conducts business in accordance with Gates Hudson & Associates, Inc. policies, Federal, State, and County Fair Housing Laws, the Americans with Disabilities Act, and all other applicable laws.

Responsibilities

• Financial
  • Assist in preparing the annual budget and ensure adherence to budget guidelines throughout the year.
  • Ensure routine expenditures align with the owner‑approved budget.
  • Control purchases using approved vendor lists.
  • Process, approve, and submit all invoices to the Corporate Office for weekly payment.
  • Maintain and reconcile the petty cash account.
  • Implement GHA’s rental payment policies and actively pursue delinquent accounts via phone calls, personal visits, etc.
• Personnel
  • Hire and terminate on‑site staff with Regional Manager approval.
  • Train, motivate, and supervise all on‑site staff to achieve operational goals.
  • Conduct new‑employee indoctrination and annual performance reviews.
  • Review and approve timesheets.
  • Provide ongoing training for office staff on leasing paperwork, accounts payable/receivable systems, workplace safety, and other daily needs.
  • Exercise direct supervision over the entire property staff.
• Administrative
  • Investigate and respond to all written resident complaints.
  • Manage the applicant qualification process and approve or disapprove applications per Gates Hudson guidelines.
  • Ensure lease accuracy and compliance with company policies.
  • Maintain office files and records in compliance with GHA policy and standard business practice.
  • Communicate with vendors/contractors regarding work scheduling, billing, vendor relations, and certificates of insurance.
  • Prepare rent increase group edit lists for Regional Manager approval.
  • Review mail, outside correspondence, and inter‑company correspondence.
  • Attend scheduled corporate management meetings and conduct on‑site staff meetings.
  • Provide clerical assistance such as typing, filing, report writing, answering phones, and closing daily reports.
• Leasing Duties
  • Complete lease applications and verifications; notify prospects of results.
  • Prepare all lease paperwork, addendums, and accept rents and deposits.
  • Process guest cards, send thank‑you notes, and perform follow‑up.
  • Maintain accurate records, logs, and operating access data system.
  • Produce daily, weekly, and monthly reports using the access data system.
  • Inventory office supplies periodically.
• Accounts Receivable
  • Follow the accounts receivable checklist and monthly calendar.
  • Collect, verify, and post resident payments to the automated Accounts Receivable module in ACCESS.
  • Deposit all monies in the bank daily.
  • Contact delinquent tenants, send reminder letters, and follow up with phone calls.
  • Print, review, and audit the Delinquent/Prepaid Report; submit corrections to accounting.
  • Assess non‑recurring charges (late fees, legal fees, move‑in fees, pet fees, etc.) in accordance with lease, county, and state regulations.
  • Issue Non‑payment, 5‑Day Pay or Quit Notices to delinquent tenants as required.
  • Forward suit lists to attorneys and testify in court when necessary.
  • Examine move‑in accounts to ensure correct recurring charges before occupancy.
  • Reconcile security deposit returns and move‑out accounts; prepare Financial Disposition Forms promptly.
  • Process vacated tenant bad debt and forward to collection agencies as needed.
• Marketing
  • Welcome and show the property to prospective new residents; handle incoming calls and complete paperwork.
  • Review advertising for accuracy weekly or as needed.
  • Promote resident and business referral programs per company guidelines.
  • Contribute ideas to the Regional Manager for marketing the property and improving resident satisfaction.
• Resident Relations / Retention
  • Maintain a positive customer‑service attitude.
  • Promote goodwill among prospects, residents, coworkers, and contractors.
  • Review all notices to vacate to determine cause and attempt to retain residents.
  • Conduct move‑in and move‑out inspections with residents.
  • Supervise routine maintenance service to residents and follow up to ensure satisfaction.
• Property Maintenance
  • Physically walk and inspect the property regularly, including vacant apartments.
  • Coordinate with maintenance staff and contractors to ensure timely turnovers after move‑outs.
  • Monitor and schedule all maintenance activities.
  • Oversee preventative maintenance and energy‑management inspections and programs.
• Safety
  • Provide timely feedback in emergencies and follow up with written incident or accident reports.
  • Ensure workers’ compensation claims are reported and proper paperwork completed.
  • Promote safety and security measures in property maintenance to reduce owner liability and protect residents and employees.

Requirements

• High School degree or equivalent certification required.
• 2–5 years experience as a Property Manager.
• Knowledge of landlord/tenant, ADA, and fair housing law.
• Ability to work independently and as a productive team member.
• Proven ability to lead, develop, and mentor a team.
• Strong organizational skills; ability to coordinate work efficiently, set priorities, and motivate others.
• Strong background in customer service.
• Excellent written and verbal communication skills.