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 policies, federal, state, and local laws, including Fair Housing, ADA, and other regulations.

Responsibilities

• Financial
  • Assist in preparing the annual budget and ensure adherence to budget guidelines.
  • Control routine expenditures and utilize approved vendor lists.
  • Process, approve, and submit all invoices for payment weekly.
  • Maintain and reconcile the petty cash account.
  • Implement and enforce rental payment policies, actively pursuing delinquent accounts.
• Personnel
  • Hire and terminate on-site staff with Regional Manager approval.
  • Train, motivate, and supervise staff to achieve operational goals.
  • Conduct new employee onboarding and annual performance reviews.
  • Review and approve timesheets and provide ongoing training for office staff.
  • Exercise direct supervision over the entire property staff.
• Administrative
  • Investigate and respond to written resident complaints.
  • Maintain control of the applicant qualification process and approve/disapprove applications.
  • Ensure lease accuracy and compliance with company policies.
  • Maintain office files and records in compliance with company standards.
  • Communicate with vendors/contractors regarding work scheduling, billings, and insurance.
  • Prepare rent increase lists for Regional Manager approval.
  • Review mail, correspondence, and attend corporate and on-site staff meetings.
  • Provide clerical support, including typing, filing, and report preparation.
• Leasing Duties
  • Complete lease applications, verifications, and notify prospects of results.
  • Prepare lease paperwork, including addendums, and accept rents/deposits.
  • Maintain accurate prospect records, logs, and operating data systems.
  • Produce daily, weekly, and monthly reports using the access data system.
  • Inventory office supplies periodically.
• Accounts Receivable
  • Adhere to accounts receivable checklists and monthly calendars.
  • Collect, verify, and post resident payments to the automated system.
  • Deposit all monies in the bank daily.
  • Contact delinquent tenants and send reminder letters.
  • Print, review, and audit delinquent/prepaid reports, submitting corrections as needed.
  • Assess non-recurring charges (e.g., late fees, move-in/out fees) per lease and regulations.
  • Issue non-payment notices and forward delinquent accounts to attorneys when necessary.
  • Testify in court for delinquent judgments and possession litigation.
  • Reconcile security deposits and move-out accounts, ensuring accurate final charges.
  • Process vacated tenant bad debt and forward to collection agencies as needed.
• Marketing
  • Welcome and show property to prospective residents, handling incoming calls and paperwork.
  • Review advertising for accuracy weekly or as needed.
  • Promote resident and business referral programs.
  • Contribute ideas for marketing and improving resident satisfaction.
• Resident Relations/Retention
  • Maintain a positive customer service attitude.
  • Promote goodwill among prospects, residents, coworkers, and contractors.
  • Review notices to vacate and attempt to retain residents.
  • Conduct move-in/move-out inspections with residents.
  • Supervise routine maintenance and follow up to ensure resident satisfaction.
• Property Maintenance
  • Physically inspect the property regularly, including vacant apartments.
  • Coordinate with maintenance and contractors for timely turnovers.
  • Monitor and schedule all maintenance activities.
  • Oversee preventative maintenance and energy management programs.
• Safety
  • Provide timely feedback in emergencies and complete incident/accident reports.
  • Report workers’ compensation claims and complete required paperwork.
  • Promote safety and security measures to reduce liability and protect residents/employees.

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 part of a team.
• Strong leadership, team development, and mentoring skills.
• Ability to organize, prioritize, and motivate others.
• Strong background in customer service.
• Excellent written and verbal communication skills.