Property Manager

Property Manager
Non-Exempt Status
Reports to: Area Manager.

Company Conformance Statements:
In the performance of their respective tasks and duties, all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Position Purpose:
The Property Manager is fully accountable for all property operations. The purpose of the Property Manager is to effectively supervise, manage and coordinate persons, activities, and available resources in order to accomplish each property’s objectives as set forth by the property owner. These objectives include maximizing occupancy levels, income and property values, monitor expenditures, and ensuring the properties are managed in accordance with industry standards. In addition, the Property Manager is responsible for ensuring that each property follows and abides by all company policies and procedures.

Responsibilities/Duties/Functions/Tasks:

• Conducting all business in accordance with company policies and procedures, Fair Housing laws, the Americans with Disabilities Act, the Fair Credit Reporting Act, and all other laws, statutes, and regulations pertaining to multi-family residential communities.
• Personally inspecting common areas and buildings to monitor the appearance, cleanliness, maintenance, and safety of the entire property.
• Overseeing site staff in the duties of setting appointments, showing apartments, certifying potential residents, and maintaining a high percentage of occupancy.
• Overseeing applicant screening according to company policies and procedures. Notifying applicants of status through proper channels. Reviewing applications with the assistance of the Area Manager when appropriate.
• Performing primary Property Manager duties using the provided computer system. Keeping current on system changes and maintaining system information.
• Managing the processing of applications to ensure rapid turnover of vacant apartments while following selection criteria. Ensuring that new residents are properly moved into apartments, including completing move-in inspection forms, before turning over keys.
• Earning First Approver Status within one calendar year of the date of hire. This is a PMC authorized property manager who can approve files for all tax credit move-ins and recertifications.
• Accurately processing annual and interim certifications for residents at applicable properties in a timely manner. Notifying residents of upcoming annual recertification within deadlines.
• Ensuring that departing residents are properly moved out within the timeframe dictated by your applicable State Agency and all paperwork is completed including final account statements and collections packets.
• Maintaining positive customer relations with current and prospective residents. Initiating and implementing policies/procedures to address resident concerns; i.e.: service requests, noise complaints, etc.
• Supervising apartment community staff including performance management, discipline, timekeeping, and payroll.
• Communicating frequently with the Area Property Manager regarding vital needs of the community.
• Enforcing lease terms and conditions and other government rules and regulations, including Fair Housing laws, building safety regulations, health codes, and local ordinances, and ensuring that all employees are doing the same.
• Performing evictions, utility shut-offs, and landlord liens as required on delinquent resident accounts.
• Monitoring arrangements for painters, carpet cleaners, and maintenance staff to prepare units for new residents.
• Coordinating with the Maintenance Supervisor to ensure relationships with vendors and contractors are being properly maintained, including work scheduling, billing, and certificates of insurance.
• Ensuring that all reports, including traffic and availability reports, compliance, file inspection, lease renewal, and delinquency are complete and filed by prescribed deadlines. Maintaining records on all aspects of management activity on a daily, weekly, and monthly basis. Submitting required reports to the Corporate office as required.
• Overseeing resolution of day-to-day resident problems and concerns including maintenance, parking, rent or other charges, safety, and security.
• Ensuring that important information is communicated to residents with well-written notices presented in a positive manner.
• Planning events and meetings with residents to develop a positive sense of community.
• Reviewing all invoices, approving acceptable billing for payment, and investigating any questionable charges.
• Inspecting all units every six months, sending follow-up notices to residents, and arranging for re-inspection and follow-up.
• Documenting lease violations and following up with residents.
• Handling emergency situations including crime and fire alarms.
• Understanding, following, and staying current on all information in the Standard Operating Procedures Manual to ensure that the property is in compliance with company policies.
• Hiring, terminating, training, (i.e.: leasing paperwork, workplace safety, etc.) motivating, and supervising all on-site staff in order to achieve operational goals. This includes new employee orientation, annual performance reviews, timecard review and approval, and enforcement of employment policies and procedures.
• Reporting all liability and property incidents to the Corporate office immediately. The Property Manager ensures that all workers’ compensation claims are reported and proper paperwork is completed.
• Completing pertinent safety checklists with the maintenance staff.

It should be noted that some responsibilities and duties may not be specifically addressed. These are general guidelines and may vary based on the individual properties and staffing compositions. All employees may be asked to perform additional tasks not found in these job descriptions.

Qualifications:

• An understanding of NOI and cash flow. The Property Manager must be well-grounded in property financial analysis.
• A complete understanding of Fair Housing laws and practices.
• Basic understanding of human nature and what motivates different personality types.
• A thorough understanding of apartment rent collection procedures.
• Very strong mathematical, organizational, and sales skills.
• Strong oral and written communication skills.
• Very strong leadership skills.
• Must be able to provide valid Driver’s License and Auto Insurance.
• Ability to build and maintain relationships with others.
• Strong computer skills.

Special Position Requirements:
The Property Manager position has supervisory responsibilities for property site staff including leasing agents and maintenance staff. This involves enforcing policies in the Standard Operation Procedures Manual and Employee Manual and other work rules and policies, coaching regarding employees for performance issues and delegating. The Property Manager reports to the Area Manager.

Pedcor Management Corporation (P.M.C.) was founded in October 1987. The principal purpose was to provide quality management for multi-family real estate developers. Each P.M.C. managed property (100 to 300 units in size) is staffed with an on-site Manager, Maintenance staff, and Leasing personnel. The Manager is responsible for property marketing, occupancy, revenue and expense control and supervision of maintenance and leasing personnel. The Leasing Representatives are primarily responsible for apartment leasing, resident relations and retention. The Maintenance personnel are responsible for property service and preventative maintenance.