Property Manager

POSITIONS SUPERVISED Maintenance POSITION PURPOSE The Property Manager must demonstrate the concepts Leadership, Responsibility and Communication. The Property Manager plays an important role in tenant-landlord relationships and in improvement of the apartments and building. ESSENTIAL FUNCTIONS GENERAL Provide support to staff to encourage team work 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, etc.). Maintain accurate records of all community transactions and submit on time (i.e., rent rolls, delinquency reports, move-in/move-outs, weekly and monthly reports etc.). Prepare and submit petty cash and all expense reports by the last working day of month. Ensure proper response and handling of all community emergencies with staff, tenants, buildings, etc., within company guidelines to minimize liabilities (i.e., criminal activity on community, employee/tenant injuries, fires, etc.). Maintain community appearance and ensure repairs are noted and completed on timely basis. This requires regular community inspections. Walk the property multiple times per week to ensure positive curb appeal. Check to make sure the grounds and common areas are free from trash and debris. Consistently use successful techniques and company directives to screen, hire, orient and train new personnel. Special projects and other responsibilities as may be determined. Ensure that all rents and late fees/check charges are collected, posted and deposited in the same day received. Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem. Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of liability insurance and W-9. Ensure property is rented to fullest capacity. Provide excellent Customer Service with tenant concerns and requests in a timely basis to ensure tenant satisfaction with management. Ensure efficiency of staff through ongoing training, instruction, and leadership. Plan weekly/daily office staff schedules and assignments. Discuss and inspect issues relative to the physical condition with Regional Manager and/or Property Resource Manager. Differentiate between emergencies vs non-emergencies. Responsible for contract renewal or negotiation for grounds keeping, construction, waste removal Coordinate maintenance schedule and assignments. Ensure that all Work Orders are recorded and communicated appropriately to maintenance. Walk vacant units weekly and make sure they are in “rent ready” condition. Meet with Investors, state, and other inspectors as scheduled. Complete the preparation and follow-up of the inspection. Coordinate pest control/termite treatments. Write Work Order requests to complete work as identified and follow-up to pot-check completed work. Solicit bids for lawn mowing, snow removal and turnover functions including interior painting, apartment and carpet cleaning and utilize competitive vendors. Check references for any new vendors or contractors. Develop and maintain schedule of charges for tenant damages Ensure current tenant files are properly maintained and secured Ensure all paperwork is accurate, complete, and submitted on a timely basis. Accompany potential tenants around the building and to vacant units. Then perform background and credit history checks on the potential tenant; review applications and interview prospective tenants. Follow-up with prospective tenants to obtain additional paperwork needing to complete file, Complete Move-In paperwork and summit to Compliance Review Move-In paperwork with new applicant and submit to Compliance. Notify applicant once they are approved and schedule the Lease signing and Move-In Inspection. Enforce policies of the community. Study and maintain compliance with all company, local, state and federal safety rules. Ensure that unsafe conditions are reported to the Regional Manager and corrected in a timely manner. Direct staff to follow a “safety first” principle. Protect Applicant/Resident Files Follow EIV System Security Policy Work overtime and on-call as needed OCCUPANCY Track and monitor vacancies, and reasons for Move Outs Ensure vacant units are in make-ready condition within 7 days of move-out Notify Regional Manager of units not leased within 30 days Maintain occupancy rates 92% for ≤ 40 units 95% for ≥ 40 units Document concerted efforts to lease when below acceptable occupancy Analyze and respond with corrective actions to the Regional Manager WAITLIST Maintain waitlist Efficiently and accurately add applications to the waitlist in the order they came in Existing waitlist should equal 10% of unit count Purge waitlist in August Review and maintain Rejected Applicant packets Notify Regional Manager when waitlist is low and the need to advertise MONTHLY RENT COLLECTION Collect rent payment from tenants; adhere to Rent and Collection Policy Payment processing Log payments in Accounts Receivable every day when/if rent payments are received Copy checks for records Stamp check “For Deposit Only” Bank deposits every day when/if rent payments are received Prepare deposit slip, if no bank machine, Take deposit to the bank Report deposit to accounting department If damages/late fees are paid with rent, post correctly with accounting department regarding receivables Provide late notices to tenants who have not paid rent on time on the 6th and the 11th NON‑PAYMENT OF RENT EVICITIONS Prepare, present, and submit for approval to Regional Manager Notice to attorney on the 15th if not paid or communicated reason why. PURCHASE ORDERS Prepare and submit PO requests to the corporate office for ordering, adhere to the PO procedure Review to ensure accurate order number Appropriate quantities Ration purchases through logical analysis Balance property budgetary needs Develop and maintain schedule of charges for tenant damages LEASE VIOLATIONS Prepare and present for approval to Regional Manager Send notices to resident File notices in tenant files Follow up to ensure violation has been corrected If not corrected and after 3 Lease Violations, eviction may need filed. Prepare and present for approval to Regional Manager Notice to resident through mail and hand delivery Notice to attorney NOTICE TO VACATE Once a 30-day Notice to Vacate form is received, follow the Move Out Procedure Complete “pre-inspections” Schedule all turnover functions When keys are handed in, complete move-out inspections and related paperwork to determine any charges that need to be assessed to the Security Deposit Process move-out paperwork within 7 days after move out. MOVE OUTS Complete Unit Move Out Inspection with formal tenant Security Deposit Reconciliations with assessed charges Complete Work Orders and submit the Security Deposit Reconciliation to theRegionalManager Attach final documentation from accounting and file in formal tenant file. Maintenance coordination to complete make ready within the 7 days Monitor and inspect unit to ensure rent ready status for the next applicant on the waitlist. PROPERTY MAINTENANCE Work Order preparation Maintenance coordination to ensure efficient response time: 24 hours for emergency and 72 hours for non-emergency Work Order close outs File in unit folder Spot check/Inspect Work Order completion PREVENTATIVE MAINTENANCE General property inspections and detailed unit inspections QUALIFICATIONS EDUCATION/CERTIFICATION: High School Diploma or equivalent. REQUIRED KNOWLEDGE: Knowledge of property management housing regulations. EXPERIENCE REQUIRED: Prefer at least 2 years of experience in property management, SKILLS/ABILITIES: Customer service skills, communication skills, multi-tasking, attention to detail, organization, telephone skills, data entry, flexibility, ability to work under deadlines to meet goals, MS Office, employee management. Job Type: Full-time Benefits Employee assistance program Flexible schedule Paid time off Work Location: In person #J-18808-Ljbffr