Property Manager

Position Summary
The Property Manager is responsible for the overall operational, financial, leasing, compliance, and physical performance of the property. This role ensures strong occupancy, resident satisfaction, regulatory compliance, timely maintenance execution, and effective coordination between leasing, maintenance, ownership, and residents. The Property Manager is expected to lead daily operations with urgency, accountability, and professionalism.

Key Responsibilities
1. Occupancy & Tenant Retention
• Maintain an average occupancy rate of 92% or higher, with consideration for lease-up status, stabilization phase, or approved down units.
• Develop and execute leasing strategies to minimize vacancy loss.
• Monitor move-ins, notices, evictions, skips, and renewals weekly.
• Reduce tenant turnover and maintain turnover rates competitive with or better than industry benchmarks.
• Implement resident retention programs including renewal outreach, service quality improvements, and community engagement.
• Track all vacancy causes and implement corrective action plans.

2. Tenant Relations
• Ensure all resident inquiries, service concerns, and complaints receive a response within 48 hours or less.
• Strive for strong resident satisfaction survey scores and positive resident feedback.
• Resolve escalated tenant disputes professionally and promptly.
• Promote a respectful, service-oriented resident experience.
• Maintain professional communication records of complaints, resolutions, and follow-up actions.

3. Financial Performance
• Maintain rent collection rate of 80%+ monthly or higher.
• Lead delinquency collections, payment plans, notices, and legal actions when necessary.
• Manage property operations within approved budget parameters.
• Review monthly income/expense reports and identify variances.
• Control vendor costs while preserving service quality.
• Submit accurate weekly and monthly financial reporting.

4. Regulatory Compliance

Maintain full compliance with affordable housing, local housing authority, and municipal requirements including:
• TDHCA compliance goal: 70% or better
• COH HQS inspections: 0 major findings
• COH Habitability inspections: 0 citations/findings
• COH Life Safety Ordinances: 0 citations/findings

Additional duties:
• Prepare files, units, and staff for audits/inspections.
• Correct deficiencies immediately.
• Maintain complete resident and lease documentation.
• Ensure fair housing compliance at all times.

5. Property Condition & Maintenance Oversight
• Ensure 70% of units meet initial inspection standards (HHA Inspection Results minimum target).
• Oversee preventive maintenance schedules and verify completion on time.
• Monitor work order completion times and quality.
• Coordinate unit turns to reduce downtime and accelerate readiness.
• Conduct regular property walks to identify curb appeal, safety, and repair needs.
• Ensure common areas, grounds, lighting, and amenities remain clean and functional.

6. Coordination & Communication
• Maintain a real-time Lease-Up Board showing:
o Vacant units
o Pre-leased units
o Move-in dates
o Units pending inspection
o Units maintenance must prioritize
o Units delayed and reasons why
• Coordinate daily between leasing and maintenance teams to prioritize ready units and move-ins.
• Communicate status updates clearly to ownership and supervisors.

7. Marketing & Lead Management
• Keep all online listings current including:
o Photos
o Pricing
o Availability
o Specials / concessions
o Unit features
• Promote property through:
o Social media
o Local employers
o Churches
o Nonprofits
o Housing agencies
o Community partners
• Maintain a centralized interest/wait list of prospects.
• Respond same day (ideally within 1-2 hours) to all calls, emails, texts, and web leads.
• Confirm tours in advance.
• Follow up within 24 hours after every property visit or tour.

8. Team Leadership & Meetings
• Conduct weekly short stand-up round robin meetings with leasing and maintenance teams.
• Review:
o Ready units
o Turns in progress
o Delays
o Move-ins scheduled
o Property condition concerns
o Issues affecting showings
o Resident service trends
• Assign action items with deadlines.
• Hold team members accountable to goals and standards.

9. Reporting & Event Logging
Maintain accurate logs and records for:
• Leasing traffic
• Applications
• Move-ins / move-outs
• Delinquencies
• Resident complaints
• Maintenance trends
• Inspection results
• Weekly meetings
• Major incidents/events
• Outreach efforts
• Occupancy and collections performance

Submit reports timely as required.

Qualifications
• 3+ years property management experience preferred
• Affordable housing / LIHTC / voucher experience preferred
• Knowledge of TDHCA, HQS, habitability, and municipal compliance standards preferred
• Strong leadership and communication skills
• Budgeting and collections experience
• Leasing and resident relations expertise
• Ability to multitask in a fast-paced environment
• Proficiency with property management software
Performance Success Indicators

A successful Property Manager consistently delivers:
• 92%+ occupancy
• 80%+ collections
• Fast tenant response times
• Strong resident satisfaction
• Passing inspections
• On-time maintenance completion
• Low turnover
• Accurate reporting
• Strong team accountability
• Professional property appearance