On Site Manager

Job Description

Job Description:\n\nBenefits:\n\n Competitive salary\n 401(k)\n Dental insurance\n Health insurance\n Paid time off\n Training & development\n Vision insurance\n\nJob Title: On Site Manager\nCompany: Legacy Property Management\nLocation: Portland, Oregon\nJob Type: Full Time\n\nOn-Site ManagerLegacy Property Management\nTigard/Beaverton, Oregon\n\nAbout Legacy Property Management\n\nLegacy Property Management is a growing property management company based in Portland, Oregon. We take pride in delivering excellent service to residents and property owners while maintaining high standards across our communities. We are seeking a dependable, organized, and customer-focused On-Site Manager to oversee daily operations at an 80 unit property in Portland Oregon and help support strong occupancy, resident satisfaction, and property performance.\n\n Position Summary\n\nThe On-Site Manager runs the day-to-day operations of the property on behalf of Legacy Property Management and the property owner. Working closely with the Portfolio Manager, the On-Site Manager keeps the community leased, collected, clean, and compliant — maximizing occupancy, collections, curb appeal, and resident retention while operating within Oregon landlord-tenant law and Fair Housing requirements.\n\nThis is a live-on-site position. The On-Site Manager is the face of Legacy at the property — visible, professional, and approachable — and sets the tone for a welcoming, well-run community. The role has no direct reports; instead, the On-Site Manager acts as the on-site liaison between residents, Legacy's corporate office, Legacy's in-house maintenance crews, and outside vendors, and coordinates their work at the property.\n\n Essential Functions\n\nThe duties below are representative of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\n\n Property Operations & Curb Appeal\n\n• Maintain the daily operations of the community and keep the property presentable at all times by regularly walking the grounds, interior common areas, and vacant units; record deficiencies and take corrective action within approved budget allocations.\n\n• Perform light caretaking and housekeeping duties as needed to protect curb appeal and cleanliness — for example, tidying the office and common areas, picking up litter, light grounds keeping, and resetting vacant units for showings. Repairs and unit turns are performed by Legacy's maintenance crews and vendors.\n\n• Check key control items daily: key box and lockbox security, office and model appearance, required postings and signage, and emergency contact information.\n\n• Serve as the on-site point of contact and liaison between the Portfolio Manager, Legacy's corporate office, maintenance personnel, vendors, and residents.\n\n Leasing & Marketing\n\n• Respond promptly to internet leads, phone inquiries, and walk-in traffic; conduct professional tours and follow up on every guest card.\n\n• Track weekly traffic, closing ratios, and upcoming lease expirations; report results and trends to the Portfolio Manager.\n\n• Process rental applications for screening promptly and accurately, applying Legacy's written screening criteria consistently and in compliance with Fair Housing and applicable local screening ordinances.\n\n• Prepare and review lease agreements, addenda, and renewals; ensure every document is complete, accurate, and signed before keys are released.\n\n• Partner with the Portfolio Manager on marketing, online listings, pricing recommendations, and rent comps; keep listing photos, availability, and pricing current.\n\n Resident Relations & Retention\n\n• Establish and maintain a pleasant atmosphere and positive working relationships with residents; maintain visibility, professionalism, and rapport.\n\n• Resolve resident concerns fairly and promptly and document each interaction in AppFolio.\n\n• Lead resident retention efforts — renewal outreach, resident communications, and approved community events — with the goal of limiting turnover.\n\n• Communicate with residents in Legacy's helpful, solution-focused tone, including reminders and notices, so residents know the office is here to help.\n\n Rent Collection & Delinquency\n\n• Collect rent and all other monies due on the first of the month; post payments and charges accurately and on time in AppFolio.\n\n• Follow Legacy's collection procedures thoroughly, beginning with personal outreach — door knocks, calls, and written reminders inviting residents to contact the office for help and payment options — before serving notices or referring accounts for legal action.\n\n• Prepare and serve nonpayment and lease-violation notices in the form and within the timelines required by ORS Chapter 90; forward eviction files and collection-agency referrals promptly and in accordance with Legacy policy.\n\n• Report delinquency status and collection activity to the Portfolio Manager on the required schedule.\n\n Move-Ins, Move-Outs & Unit Turns\n\n• Handle all details of move-ins and move-outs, giving special attention to move-in and move-out condition reports and inspection checklists.\n\n• Schedule unit turns with Legacy's maintenance crews and vendors to minimize vacancy days, and verify each unit is rent-ready before move-in.\n\n• Prepare accurate security deposit accounting within the timeline required by ORS 90.300, comparing charges to the condition reports to support appropriate, well-documented chargebacks.\n\n Maintenance Coordination & Vendor Oversight\n\n• Ensure all maintenance requests are entered in AppFolio, dispatched, and completed promptly in accordance with Legacy's policies and procedures; review work-order response times and follow up with residents to confirm the work was completed to their satisfaction.\n\n• Coordinate and oversee the work of Legacy's in-house maintenance crews and outside contractors or vendors while on the property, confirming quality workmanship, safe practices, and completion as outlined in the scope of work or contract.\n\n• Continuously inspect the property for needed repairs and improvements; record deficiencies, act within approved budget allocations, and escalate larger items to the Portfolio Manager.\n\n• Support the preventive maintenance schedule and seasonal property needs, such as gutters, landscaping, irrigation, and snow and ice response.\n\n Administration, Budget & Reporting\n\n• Follow Legacy's purchasing and purchase-order procedures and all company accounting directives; work within the approved budget and notify the Portfolio Manager immediately of any expected variance.\n\n• Maintain complete and accurate resident files, community records, and reports in AppFolio, with timely and accurate data entry for report submissions.\n\n• Complete office procedures on time and in the required format; address and correct any internal or external audit findings within the designated time frames.\n\n• Prepare weekly and monthly reports as requested, including occupancy, traffic, delinquency, work orders, and renewals.\n\n Compliance, Safety & Risk Management\n\n• Stay current on and comply with federal, state, and local laws and regulations as they relate to management of the property and the needs of residents — including the Fair Housing Act and Oregon's fair housing protections; the Oregon Residential Landlord and Tenant Act (ORS Chapter 90), covering notices, rent-increase limits and notice periods, late fees, security deposits, habitability, and entry; and, where applicable, City of Portland rental ordinances on screening, security deposits, relocation assistance, and rental registration.\n\n• Report accidents, incidents, and emergency situations immediately to the Portfolio Manager and document them in accordance with Legacy policy.\n\n• Respond to after-hours emergencies as needed in accordance with Legacy's on-call procedures.\n\n• Identify and report safety hazards, keep emergency contact information current, and participate in Legacy safety training.\n\n• Follow and enforce the Employee Handbook, Legacy's operations policies and procedures, and all applicable manuals and program requirements.\n\n• Perform other duties as assigned by the Portfolio Manager.\n\n Supervisory Responsibilities\n\nThis position has no direct reports. The On-Site Manager coordinates and oversees the work of Legacy's in-house maintenance crews and outside contractors or vendors while they are on the property, confirming that work is completed to standard, on schedule, and as outlined in the scope of work or contract. Staffing decisions, scheduling of maintenance personnel, and vendor selection remain with the Portfolio Manager and Legacy's corporate office.\n\n Qualifications\n\n Required\n\n• Two to five years of multifamily (apartment community) property management experience, including leasing, collections, and resident relations.\n\n• High school diploma or GED required; an associate degree or higher in a related field, or an equivalent combination of education and experience, preferred.\n\n• Working knowledge of Fair Housing law and the Oregon Residential Landlord and Tenant Act (ORS Chapter 90), or the ability to become proficient quickly.\n\n• Proficiency with property management software — AppFolio preferred — and with Microsoft Office or Google Workspace (email, documents, spreadsheets).\n\n• Strong verbal and written communication skills in English, with the ability to communicate professionally with residents, owners, vendors, and the public.\n\n• Reliable, with exceptional time-management and organizational skills; able to think independently, work with minimal supervision, and exercise sound judgment.\n\n• Basic accounting and administrative aptitude: posting charges and payments, reconciling ledgers, and working within a budget.\n\n• Must reside on-site in the manager's unit and be available for after-hours emergency response in accordance with Legacy's on-call procedures.\n\n• Successful completion of a background check following a conditional offer of employment, conducted in accordance with Oregon and local law.\n\n Preferred\n\n• Industry designations such as Accredited Residential Manager (ARM), Certified Apartment Manager (CAM), or National Apartment Leasing Professional (NALP), or coursework through Multifamily NW.\n\n• Hands-on experience with AppFolio Property Manager.\n\n• Familiarity with Multifamily NW forms and Portland Metro rental ordinances.\n\n• Prior experience as a live-on-site or resident manager.\n\n• Ability to speak a second language (Spanish or another language common in the community) is a plus.\n\n Working Conditions & Physical Requirements\n\n• Work is performed in an on-site office and throughout the property, indoors and outdoors in all weather conditions.\n\n• Regularly required to walk the property, climb stairs, stand for extended periods, bend, kneel, and reach; lift and carry up to 25 pounds regularly and up to 50 pounds occasionally.\n\n• Frequent use of a computer, phone, and standard office equipment; frequent communication in person, by phone, and in writing.\n\n• Schedule: Monday–Friday, 9:00 a.m.–5:00 p.m., with occasional evenings and weekends for showings, events, or emergencies, and on-call response as described above.\n\n• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\n\n Compensation & Benefits\n\n• Hourly pay: $25.00 – $32.00 per hour, depending on experience.\n\n• On-site housing: Must live on site and will pay market rent. Occupancy is conditioned on continued employment and is governed by a separate on-site manager housing agreement.\n\n• Benefits for eligible full-time employees: medical, dental, and vision coverage, 401K, paid time off and paid holidays, paid sick time in accordance with Oregon law, Paid Leave Oregon, and ongoing training and professional development.\n\n About Legacy Property Management\n\nLegacy Property Management is a full-service property management company headquartered in Clackamas, Oregon, serving property owners and residents throughout the Portland Metro area — Portland, Beaverton, Tigard, Gresham, Clackamas, and surrounding communities — and beyond. For more than 20 years we have focused exclusively on property management and rental transactions, managing everything from single-family homes, duplexes, and condos to large multifamily apartment communities. Our in-house maintenance crews and broad vendor network let us respond quickly, and AppFolio gives our teams and owners real-time visibility into every property.\n\nOur values — hard work, responsibility, integrity, transparency, and accountability — guide how we treat every property, resident, and owner. We manage each community as if it were our own. Your Property. Your Legacy. Our Priority!\n\n Equal Employment Opportunity\n\nLegacy Property Management is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, marital or familial status, veteran or military status, expunged juvenile record, or any other characteristic protected by federal, Oregon, or local law. Reasonable accommodations are available to qualified applicants and employees with disabilities upon request.\n\n Acknowledgment\n\nThis job description describes the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, and qualifications, which may change with or without notice at Legacy's discretion. It does not constitute a contract of employment; employment with Legacy Property Management is at-will.\n\nHow to Apply\n\nInterested candidates should submit a resume and a short introduction highlighting relevant experience in property management, leasing, customer service, or community operations.\n\nLegacy Property Management is an equal opportunity employer. We are committed to creating an inclusive workplace and encourage applicants from all backgrounds to apply.