Property Manager (Bilingual English-Spanish)

Chapman Management Group offers a premiere experience unlike any other for both residents and property owners in the Washington D.C. and surrounding areas. With a commitment to elevating the industry standard and advancing local communities, Chapman Management provides unmatched responsiveness while staying at the forefront of technology and advancements in property management services. This is not a remote position.

About the role

The Property Manager (bilingual English-Spanish) is accountable for all community operations. The purpose of the Property Manager is to effectively manage and coordinate persons, activities, and available resources to accomplish community objectives as set forth by the Supervisor and Property Owner. These objectives will include maximizing occupancy levels and community values.

Responsibilities

Personnel

• Provide leadership and direction to Associates at assigned properties, including mentoring and ensuring staff support of the corporate mission and understanding roles in achieving established goals.
• Advocate on behalf of Associates to enhance individual performance and provide excellent customer service to residents.
• Assume primary responsibility for preliminary interviewing, making recommendations for selection, hiring, supervision, and training of on-site personnel.
• Complete annual performance reviews and make recommendations for salary increases.
• Counsel underperforming associates and provide critical feedback to improve performance.
• Motivate through positive reinforcement, setting an example, and taking corrective measures to ensure outstanding performance of all staff members.
• Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership.
• Plan weekly/daily office staff schedules and assignments.
• Coordinate maintenance schedule and assignments with Maintenance Superintendent.
• Administer action plans consistently and on a timely basis for performance issues; document appropriately and communicate with Supervisor and Human Resources.
• Ensure all administrative processes involving personnel are handled on a timely basis (e.g., performance evaluations, salary reviews, time sheets, change of status forms).
• Train the Assistant Manager & Leasing Agent to assume all managerial duties in the event of the Manager’s absence.
• Train other staff members to operate basic functions in the management office.

Communication

• Be an effective communicator with clients, supervisors, associates, co-workers, residents, vendors, and others.
• Respond to clients, supervisors, and residents within the same business day, but no longer than 24 hours.
• Write and/or discuss comprehensive responses via email or letter.

Property Administration

• Establish on-site procedures to create a smooth and effective workflow to meet all requirements or deadlines.
• Collect rent and take appropriate legal action in the event of nonpayment, adhering to landlord/tenant law and lease agreements.
• Ensure timely completion of all required reports to supervisors, owners, and applicable federal/state agencies.
• Ensure adherence to property rules and regulations, lease provisions, or other governing documents.
• Negotiate and coordinate services and contracts associated with property operation, with all proposed contracts reviewed and approved by the Supervisor and Client.
• Prepare timely management reports and other related material for Supervisor & Owner.
• Attend meetings with Supervisor and Owner.
• Oversee property’s answering service to ensure superlative customer service and accurate contact information.
• Notify residents of all issues affecting their tenancy.
• File court documents for eviction and attend scheduled court hearings as the Landlord’s representative.
• Oversee security deposit administration, including inspecting units, preparing disposition letters, and processing security deposit returns.
• Ensure the property’s filing system is maintained, including resident, applicant, accounting, vendor, and contract files.
• Confirm all leases and corresponding paperwork are completed and input into Entrata accurately and on a timely basis.
• Develop and utilize sound rent collection procedures, including following up with delinquent accounts.
• Deposit rent daily and complete all related documentation.
• Monitor landlord-tenant relations and mediate disputes when necessary.
• Establish and maintain regular daily office hours.

Compliance

• Remain current in all aspects of affordable housing, including HUD/monitoring agency requirements for recertification, initial certification, special claims, and voucher processing.
• Maintain required professional certifications for the site and as determined by the Supervisor.
• Learn and understand all applicable affordable documents, such as Tenant Selection Plan, Affirmative Fair Marketing Plan, Regulatory Agreement, and Mortgage Note.
• Learn and understand all reporting requirements to applicable monitoring agencies.
• Prepare for and follow up on all agency inspections (e.g., MOR, file reviews, REAC).
• Submit, update, and respond to all requests by monitoring agencies.
• Assist with tax Credit Conversion and compliance at other properties.

Leasing & Marketing

• Foster excellent, quality-based, professional service to residents and clients.
• Maintain the highest possible occupancy levels and carry out necessary marketing programs.
• Make recommendations for a marketing plan/strategy and administer the plan.
• Confirm that leasing staff techniques are effective in obtaining closings.
• Approve all applicants and complete all leases and other move-in paperwork.
• Develop and implement a resident retention plan, including resident orientation to the property.
• Execute marketing and advertising campaigns for apartment leasing and coordinate leasing events such as open houses, realtor tours, and resident promotional activities.
• Lead tours of the property, showing vacant units and marketing property amenities as needed.
• Screen, review, and approve all applications.
• Lead lease orientations and signings, and submit relevant documentation.
• Represent the company in a professional manner at all times.

Resident Retention

• Ensure sufficient resident activities and programs, including social programs if applicable, are available to all residents.
• Ensure applicable and appropriate community resources are brought to the residents of the property.
• Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management.
• Ensure communication to all residents for community-issued notices.
• Consistently implement policies of the community.
• Collaborate with Resident Service Coordinators and Support Services to provide residents with referrals to appropriate agencies.
• Assist with the development and implementation of resident services programming.
• Assist in the preparation of the property newsletter.

Maintenance Operations/Physical Plant

• Ensure all preventative, routine, and capital maintenance is carried out in accordance with the property budget and goals.
• Prioritize and schedule routine, preventative, apartment turnover preparation, and non-routine maintenance, as well as cleaning requirements.
• Conduct property inspections at least once per week and follow through on appropriate actions.
• Ensure after-hours emergency service is handled efficiently and responsively.
• Schedule and supervise capital improvement programs and other contracted projects.
• Conduct annual unit inspections.
• Develop and implement a preventative maintenance program.
• Implement and monitor an energy conservation plan.
• Identify, prepare for, and monitor capital improvements and replacement programs.
• Utilize Entrata to enter and track work orders and regularly review maintenance reports.

Safety

• Prepare emergency procedures for the property.
• Learn and ensure compliance with all local, state, and federal safety regulations/rules.
• Ensure unsafe conditions are corrected immediately.
• Direct staff to follow a “safety first” principle.
• Report all liability and community incidents to the insurance carrier and Supervisor immediately.
• Ensure all workers’ compensation claims are reported to Human Resources immediately and proper paperwork is completed.
• Complete any pertinent safety checklists with maintenance staff.

Financial & Budgetary

• Prepare the annual operating budget.
• Review and report to the supervisor all variances against the budget on a monthly basis.
• Purchase all goods and services in accordance with budgetary limits (approval limit: $1000).
• Adhere to the purchasing and invoice payment policy of invoice payment within 30 days of receipt.
• Maintain accurate and legible records of all expenditures as established for the property.
• Investigate competitive pricing and prepare specifics for a minimum of three bids for significant expenditures.
• Process and approve payables.
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable.
• Demonstrate ability to understand financial goals and operate assets in the client’s best interest.
• Prepare appropriate updates and requests for RSC grant renewals to HUD; submit monthly for grant reimbursement funds.
• Submit monthly all special claims to HUD for reimbursement.
• Submit petty cash receipts monthly for review and approval.

Qualifications

• Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate courses of action.
• Effectively convey ideas, images, and goals to a diverse group of personalities.
• Possess a positive attitude and the ability to smile under all circumstances.
• Achieve Fair Housing certification on an annual basis.
• Competence in personal computer skills, including keyboard, internet search, math, Microsoft Office Suite (Word, Excel, Outlook), and Entrata.
• Knowledge of OSHA laws and regulations.
• Participate in training to comply with new or existing laws.
• Ability to work evenings and weekends to meet deadlines.
• Present self in a professional manner at all times.