Property Manager

About the Role

The Property Manager is accountable for all property operations, effectively managing and coordinating personnel, activities, and resources to accomplish property objectives set by the Regional Manager and 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 and ensures compliance with Gates Hudson & Associates, Inc. policies, federal, state, and county fair housing laws, the Americans with Disabilities Act, and other relevant regulations.

Responsibilities

• Financial
  • Assist in preparing the annual budget and ensure adherence to budget guidelines.
  • 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 weekly.
  • Maintain and reconcile the petty cash account.
  • Implement and enforce strict rental payment policies, actively pursuing delinquent accounts.
• 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 onboarding 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, approving or disapproving applications per Gates Hudson guidelines.
  • Ensure lease accuracy and compliance with Gates Hudson policy.
  • Maintain office files and records in compliance with company policy.
  • Communicate with vendors/contractors regarding work scheduling, billings, and certificates of insurance.
  • Prepare rent increase Group Edit List for Regional Manager approval.
  • Review mail, correspondence, and attend corporate management and on-site staff meetings.
  • Provide clerical assistance such as typing, filing, report writing, and phone management.
• Leasing Duties
  • Complete lease applications, verifications, and notify prospects of results.
  • Handle 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-ups.
  • Maintain accurate records, logs, and the operating access data system.
  • Produce daily, weekly, and monthly reports using the access data system.
  • Inventory office supplies periodically.
• 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.
  • Print, review, and audit the Delinquent/Prepaid Report, submitting corrections to the accounting department as needed.
  • Assess non-recurring charges (e.g., late fees, legal fees, move-in/out charges) per lease, county, and state regulations.
  • Issue Non-payment or 5-Day Pay or Quit Notices to delinquent tenants.
  • Forward suit lists to attorneys for delinquent tenants and testify in court as needed.
  • Examine move-in accounts to ensure correct assessment of recurring charges.
  • Reconcile security deposit returns and move-out accounts, preparing the Financial Disposition Form accurately and timely.
  • Process all vacated tenant bad debt and forward to collection agencies as needed.
• Marketing
  • Welcome and show the property to prospective residents, handle incoming calls, and complete appropriate paperwork.
  • Review all advertising for accuracy weekly or as needed.
  • Promote resident and business referral programs per company guidelines.
  • Contribute ideas for marketing the property and improving resident satisfaction.
• Resident Relations and Retention
  • Maintain a positive customer service attitude.
  • Promote goodwill among prospects, residents, coworkers, and contractors.
  • Review notices to vacate to determine move-out causes and attempt to retain residents.
  • Conduct move-in and move-out inspections with residents.
  • Supervise routine maintenance service and follow up to ensure resident satisfaction.
• Property Maintenance
  • Physically inspect the property regularly, including checking vacant apartments.
  • Coordinate with maintenance 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 all workers' compensation claims are reported and proper paperwork is completed.
  • Promote safety and security measures in property maintenance to reduce liability and increase protection for residents and employees.

Requirements

• High school degree or equivalent certification required.
• 2-5 years of experience as a Property Manager.
• Ability to work independently and as a productive team member.
• Knowledge of landlord/tenant, ADA, and fair housing laws.
• Ability to lead, develop, and mentor a team.
• Strong organizational skills, including setting priorities and motivating others.
• Strong background in customer service.
• Excellent written and verbal communication skills.