Property Manager

Job Description

Job Description

Essential Job Functions:

• Effectively convey ideas, images and goals to a diverse groups within the Company.

• Effectively supervise, lead and mentor the staff under direct supervision in order for every member of the team to be on the same page as to goals, policies, priorities and standards in the implementation of their job.

• Have the skills to maintain a strict discipline in handling documents and uploading them to the Drive and providing information on a timely basis to Corporate in order for Corporate to be able to close and reconcile on a daily basis, all operations, i.e. collections, debit card expenses, invoices, attendance and payroll, work orders received and completed with assignment and time tracking, weekly report data. 

• Have the skills and be willing to make it a priority for the property to provide additional services, programs and activities for the different resident groups, that will result in resident engagement in said programs and activities. Be responsible for the outreach to the residents to engage them in programs, and to agencies, churches, non profits to get different resources for the programs. 

• Competence in personal computer skills, keyboard, Internet search, Google Drive, Google Docs, Google Sheets, as well as Propertyware or any other community software application implemented by Strategic Properties. 

• Participate in training in order to comply with new or existing laws affecting the Multifamily Industry.

• Be able and willing to work extra to get the job done.

• Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community and in accordance with dress code provided by Strategic Properties.

Community Activities

• Engage the community through outreach meetings with all residents, to understand resident’s needs, desires in regards to community activities of diverse kind: leisure, health, exercise,  education, holiday and special dates celebration, security, and any that is relevant for the community.

• Identify residents that are willing to participate and be engaged as initiators, facilitators and promoters of activities, find volunteers.

• Incentivize the formation of self-named groups that will identify the community residents participating in the activities. 

• Schedule regular community meetings to propose, choose activities

• Reach out to Non-profits, Churches, Government agencies, Community representatives, Community elected officials, City and County agencies, Housing Agencies, Community Centers, and any other source that can help convey resources for the different programs implemented at the community. 

• Set-up and implement at least 3 activities per week, chosen by the community, for all community groups. 

• Set-up an after school program where the property demographics apply

• Sign-up for School age children feeding programs during summer where the property demographics apply

• Schedule community celebration for important holidays: Thanksgiving, Halloween, Christmas, Back to School, Valentine, Easter, NNO, Pool parties.

• Implement regular surveys to get resident feedback in regards to existing, new activities.

• Set-up a Monthly Calendar of Activities  for Seniors.

• Complete  and write the monthly newsletter. (pictures, property activities, birthdays, puzzle, calendar)

Payroll

• Report Corporate office when any employee is absent from work

• Verify and approve time tracking and attendance reports for every employee using company form, address  and correct inconsistencies on a daily basis. Upload reports to Google Drive on a daily basis.

Collections

• Responsible for achieving and exceeding monthly collections goals

• Ensure that all rents and late fees/check charges are collected, deposited in bank account and copies uploaded to Google Drive daily in a timely manner.

• Generate necessary legal action, documents and process in accordance with State and Company guidelines.

• Check the tenant balance report daily to make sure calls are made, doors are knocked on and all attempts to collect are done.

• Make sure all 3 day notices are delivered to residents. 

• Send resident ledgers to collection agencies after move out.

• Attend all Court appointments regarding Eviction processes

Financial

• Demonstrate ability to understand financial goals and help prepare Annual budget.

• Monitor Annual budget vs current performance of the property on a monthly basis. 

• Be able to generate, analyze reports generated from Propertyware (i.e., rent rolls, delinquency reports, move-in/move-outs, etc.) 

• Provide constant vendor/contractor communications with corporate concerning scheduling, billing, vendor relations and certificates of insurance.

• Ensure that A/P invoices are checked for inconsistencies.

Leasing

• Ensure property is rented to fullest capacity, and that occupancy goals are achieved and/or exceeded

• Confirm all leases and corresponding paperwork are completed and input on Propertyware.

• Work with Corporate office contributing with ideas to determine the best marketing strategies to secure prospective residents.

• Check online postings to ensure accuracy, relevance and to suggest changes according to occupancy goals, progress and needs

• Confirm that leasing staff techniques are effective in obtaining closing.

• Confirm that leasing staff gather information about market competition in the area and make sure Market Survey is kept updated, accurate and complete.

• Continually monitor and analyze traffic reports, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date information and make decisions.

• Represent the company in a professional manner at all the times

• Prospects follow up, Update status and reports on Knock Rentals.

Administrative

• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient work-flow.

• Use software System  (Propertyware) accurately and on a timely basis.

• Ensure current resident files are properly maintained.

• Ensure distribution of all company or community-issued notices (i.e., bad weather, emergencies, etc.).

• Lead emergency team for community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on community, employee/resident injuries, fires, floods, freezes, etc.)

Maintenance

• Be responsible for approving Purchase Orders for every and work performed by vendors (including labor-only vendors), and follow the company procedure for their approval before having the vendor sign. 

• Responsible for checking bills invoices vs Purchase Orders for accuracy.

• Responsible for ensuring all WO records are updated and accurate and for ensuring the Maintenance staff is accurately reporting completed WO and time spent on each job, on a daily basis.

• Generate open work order reports on a daily basis to assign work and coordinate maintenance schedule

• Inspect maintenance repairs and work done 

• Generate or review mandatory inspection reports for Turnovers, Move-In and Move-Out

• Follow appropriate procedures for job approvals with corporate office

• Maintain community appearance and ensure repairs are noted and completed on timely basis. This requires regular community inspections and tours.

• Assure quality  market ready apartments.

• Deal with resident concerns and requests on timely basis to ensure resident satisfaction with management.

• Make sure Maintenance staff understands and comply with the requirements for attendance control, inspection reports, turning in completed WO on a daily basis, and time allocation report breaking down time spent on each WO assigned on a daily basis.

Personnel Management

• Consistently use successful techniques and company directives to screen, hire, orient and train new personnel.

• Ensure efficiency of staff through ongoing training, instruction, counseling and leadership.

• Plan weekly/daily office staff schedules and assignments.

• Administer action plans consistently, and on a timely basis with performance problems. Document appropriately, communicate situation supervisor, Human Resources Director, and terminate properly when necessary.

• Provide support to staff to encourage teamwork and lead as an example in creating a harmonious environment.

• Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations,  time sheets, change of status forms, etc.).

Safety

• Learn and ensure compliance with all company, local, state and federal safety rules.

• Ensure that unsafe conditions are corrected in a timely manner.

• Direct staff to follow a “safety first” principle.

PRoperty management company

Company Description

PRoperty management company