Property Manager

About the Role

The Property Manager is accountable for all property operations, effectively managing and coordinating persons, activities, and available resources to accomplish property objectives set forth by the Regional Manager and the Property Owner. These objectives include maximizing occupancy levels and property values. The Property Manager also trains the Assistant Property Manager to assume all duties in their absence. All business is conducted in accordance with established policies, Federal, State, and County Fair Housing Laws, the Americans with Disabilities Act, and other applicable laws.

Responsibilities

Financial

• Assist in the preparation of the annual budget and ensure adherence to budget guidelines throughout the year.
• Ensure routine expenditures align with the owner-approved budget and control purchases using approved vendor lists.
• Process, approve, and submit all invoices to the Corporate Office for payment on a weekly basis.
• Maintain and reconcile the petty cash account.
• Implement and enforce strict rental payment policies, actively pursuing delinquent accounts via phone calls, personal visits, etc.

Personnel

• Hire and terminate on-site staff with Regional Manager’s 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, including 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.
• Maintain control of the applicant qualification process and approve/disapprove applications according to established guidelines.
• Ensure lease accuracy and compliance with company policy.
• Maintain office files and records in compliance with company policy and standard business practices.
• Communicate with vendors/contractors regarding work scheduling, billings, vendor relations, and certificates of insurance.
• Prepare rent increase Group Edit List for Regional Manager’s 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 telephones, and closing out daily reports.

Administrative Leasing Duties

• Correctly complete all lease applications and verifications, notifying prospects of results.
• Complete all lease paperwork, including addendums, and accept rents and deposits.
• Complete guest cards and required documentation for all prospects, 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.
• Provide clerical duties such as typing, filing, report writing, answering telephones, and closing out daily reports.

Accounts Receivable

• Adhere to the accounts receivables 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 if payment is not received by the due date.
• Print, review, and audit the Delinquent/Prepaid Report, preparing and submitting corrections to the accounting department as needed.
• Assess non-recurring charges (e.g., late fees, legal fees, move-in fees, administrative fees, pet fees, move-out charges) in accordance with lease, county, and state regulations.
• Issue Non-payment Notice or 5-Day Pay or Quit Notice to delinquent tenants as required.
• Forward suit list to attorney for delinquent tenants and testify in court when necessary.
• Examine move-in accounts to ensure all recurring charges are assessed correctly prior to move-in.
• Reconcile security deposit returns and move-out accounts, ensuring all final charges are assessed and preparing the Financial Disposition Form accurately and timely.
• Process all Vacated Tenant Bad Debt and forward to collection agency as needed.

Marketing

• Welcome and show property to prospective new residents, handle incoming phone calls, and complete appropriate paperwork.
• Review all advertising for accuracy on a weekly basis or as necessary.
• Promote resident and business referral programs as established under company guidelines.
• Contribute ideas to the Regional Manager for marketing the property and improving resident satisfaction.

Resident Relations/Resident Retention

• Maintain a positive customer service attitude.
• Promote goodwill among prospects, residents, coworkers, and contractors.
• Review all notices to vacate to determine the cause for move-out and attempt to retain residents.
• Conduct move-in/move-out inspections with residents.
• Provide supervision of routine maintenance service to residents and follow up to ensure satisfaction.

Property Maintenance

• Physically walk and inspect the property on a regular basis, checking vacant apartments.
• Coordinate with maintenance and contractors to ensure timely turnovers after move-outs.
• Monitor and schedule all maintenance activities.
• Oversee and monitor preventative maintenance and energy management inspections and programs.

Safety

• Provide timely feedback in emergencies and follow up with written Incident or Accident Reports.
• Ensure all workers’ compensation claims are reported and proper paperwork is completed.
• Promote safety and security measures in property maintenance to reduce owner liability and increase resident/employee protection.

Requirements

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