Property Manager

About the role

The Property Manager is accountable for all property operations, 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 will also train the Assistant Property Manager to assume all duties in the event of the Property Manager’s absence. All business is conducted in accordance with Gates Hudson & Associates, Inc. policies and procedures, Federal, State, and County Fair Housing Laws, the Americans with Disabilities Act, and all other applicable apartment-related laws.

Responsibilities

• Financial
  • Assist in preparation of the annual budget and ensure adherence to established guidelines.
  • Ensure routine expenditures align with the owner-approved budget; control purchases and use approved vendor lists.
  • Process, approve, and submit all invoices to the Corporate Office weekly.
  • Maintain and reconcile the petty cash account.
  • Implement GHA’s rental payment policies and actively pursue delinquent accounts via calls, visits, etc.
• Personnel
  • With Regional Manager approval, hire and terminate on-site staff.
  • Train, motivate, and supervise on-site staff to achieve operational goals.
  • Conduct new employee indoctrination and annual performance reviews.
  • Review and approve timesheets; provide ongoing training (e.g., leasing paperwork, accounts payable/receivable, safety).
  • Exercise direct supervision over the entire property staff.
• Administrative
  • Investigate and respond to all written resident complaints.
  • Maintain control of applicant qualification process; approve/disapprove applications per Gates Hudson guidelines.
  • Ensure lease accuracy and compliance with GHA policy; maintain compliant lease files.
  • Ensure office files and records comply with GHA policy and standard business practices.
  • Communicate with vendors/contractors regarding scheduling, billing, relations, and insurance certificates.
  • 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 (typing, filing, reports, phone duties, daily report closure).
• Leasing
  • Complete lease applications, verifications, and paperwork (including addendums); accept rents/deposits.
  • Complete guest cards, send thank-you notes, and perform prospect 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
  • Adhere to 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 calls.
  • Print, review, and audit the Delinquent/Prepaid Report; submit corrections to accounting.
  • Assess non-recurring charges (late fees, move-in fees, pet fees, etc.) per lease, county, and state regulations.
  • Issue Non-payment or 5-Day Pay or Quit Notices; forward suit lists to attorneys; testify in court as needed.
  • Examine move-in accounts to ensure correct recurring charges; reconcile security deposit returns and move-out accounts.
  • Process Vacated Tenant Bad Debt and forward to collection agency as needed.
• Marketing
  • Welcome and show property to prospective residents; handle incoming calls and complete paperwork.
  • Review advertising accuracy weekly or as needed.
  • Promote resident and business referral programs per company guidelines.
  • Contribute ideas to the Regional Manager for marketing and resident satisfaction improvements.
• Resident Relations/Retention
  • Maintain a positive customer service attitude; promote goodwill among prospects, residents, coworkers, and contractors.
  • Review notices to vacate to determine move-out causes; attempt to retain potential move-outs.
  • Conduct move-in/move-out inspections with residents.
  • Supervise routine maintenance service and follow up for resident satisfaction.
• Maintenance
  • Physically walk and inspect the property regularly; check vacant apartments.
  • Coordinate with maintenance and contractors for timely turnovers post-move-out.
  • Monitor and schedule all maintenance activities.
  • Oversee preventative maintenance and energy management inspections/programs.
• Safety
  • Provide timely feedback in emergencies; complete Incident or 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 diploma or equivalent certification required.
• 2–5 years of experience as a Property Manager.
• Ability to work independently and as part of a productive team.
• Knowledge of landlord/tenant law, ADA, and fair housing law.
• Ability to lead, develop, and mentor a team.
• Strong organizational skills; ability to set priorities and motivate others.
• Background in customer service.
• Excellent written and verbal communication skills.