Property Manager (PM) [HC]

SUMMARY:

The Property Manager (the “PM”) is responsible for the overall performance of the day-to-day property management operations of all on-site staff, outside vendors and residents/tenants. To maintain, preserve and improve the owner’s assets via expense control, revenue optimization and capital projects, the PM must create, manage and maintain a motivated team of employees and establish, adhere to and enforce all policies and procedures as set forth by the Management Company and/or Owner. A. QUALIFICATIONS OF A PROPERTY MANAGER: Minimum 5 years conventional/market rate property management on-site experience, preferably starting as a leasing or marketing specialist with promotions to management positions. Management experience must have been with a professional property management company respected as such in the industry and include the management of staff consisting of assistant managers, leasing and marketing specialists, and maintenance personnel. A professional designation of Certified Property Manager (CPM), Certified Apartment Manager (CAM), Registered Apartment Manager (RAM), Accredited Residential Manager (ARM) or similar industry designation is desirable. Mandatory Fair Housing Certificate and awareness of fair housing laws. Awareness of national, state and local laws especially regarding landlord – tenant law. Real estate license preferred, although experience selling residential properties is not required. Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings; ability to effectively present information and respond to questions from groups including customers, employees, vendors, governmental authorities, general public, investors and owners. Written Communication: Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; ability to write routine reports and correspondence. Language Skills: Ability to read, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must be computer literate with and proficient in systems and software including but not limited to: Microsoft Word, Excel, Outlook, Publisher, Property Management Software, Website, Internet Listing Services and Revenue Management Software. Proficient in mathematics including computation of rate, ratio, percent, create and interpret graphs. B. CHARACTERISTICS and COMPETENCY OF A PROPERTY MANAGER: A dynamic leader with strong supervisory skills/personnel management. Interpersonal Skills & Teamwork: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; maintains strong and loyal team relationships, exhibits objectivity and openness to others’ views; balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed. High energy, self-motivated and independent thinker. Leadership: Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others. Coordinates projects; communicates changes and progress; completes projects on time and within budget; manages project team activities. Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; recommends sound solutions to problems; works well in group problem solving situations; uses reason even when dealing with emotional topics. Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Calm and intelligent crisis manager with developed conflict management skills. Ability to follow and enforce policies and procedures. Ability to travel periodically to attend meetings and/or assist at other properties. Organized with attention to detail. Dependability: Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. Delegation: Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results. Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Change Management: Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results. Managing People: Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates’ activities; makes self available to staff; provides regular performance feedback; develops subordinates’ skills and encourages growth; solicits and applies customer feedback (internal and external); fosters quality focus in others; improves processes, products and services; continually works to improve supervisory skills. Quality Management: Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness. Business Acumen: Understands business implications of decisions; displays orientation to profitability with emphasis on marketing, financial and asset management. Cost Consciousness: Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources. Ethics: Treats people with respect; keeps commitments; inspires the trust of others; upholds organizational values; honest, with impeccable integrity. Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; benefits organization through outside activities; supports affirmative action and respects diversity. Strategic Thinking: Develops strategies to achieve organizational goals; understands organization’s strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions. Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans. Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Safety and Security: Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly. Adaptability: Adapts to changes in the work environment; manages competing demands; flexible and changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Initiative: Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Attendance/Punctuality: Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. C. ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES: I. PRODUCT MANAGEMENT Responsible for the performance of all lease-up properties and stabilization thereafter. Inspect property on a daily basis to ensure all aspects of the property and curb appeal meet Paradise Management LLC standards. Render the community curb appeal in a condition that is enticing to client traffic and exceeds the neighborhood market. Inspect aged and/or selected vacancies on a weekly basis to monitor upkeep and ensure Paradise Management make-ready standards are being met. Monitor occupancy; advise your RPM or Owner of any problems along with proposed solutions. Personally oversee the details of apartment turns and contractor work. Ensure compliance with Paradise Management Make Ready Policy. Maintain and update Make Ready Report and/or boards. Review for approval all requests for onsite transfers. Apartment must be walked and resident history reviewed by management before transfer is approved. Assists Service Manager in planning properly for turnover. II. MARKETING, LEASING & RENEWALS Ensures the proper implementation of Daily Leasing Checklist and ensures that these areas are maintained in pristine condition. Ensures the proper implementation of the Resident Renewal Policy and procedures surrounding it. Ensures the internet and print media information for property is correct and implemented within the property budget guidelines. Ensures that the Marketing Spreadsheet is completed timely and approves such prior to obtaining approval from Director of Leasing & Marketing. Insures proper completion and implementation of the Leasing Bindersfor each property. Makes recommendations for rent and renewal increases and concessions, as needed. Ensures development and implementation of Calendar of Resident Events for property. Establish lease-up goals in accordance with owner’s requirements. Ensure that all vacants are inspected weekly at a minimum. Ensure compliance with resident screening guidelines for all applicants. Work with Director of Leasing & Marketing to create marketing collateral. Manage social networking websites. Identify appropriate advertising resources and secure contracts for the same. Create and implement a marketing plan, review the plan for relevance regularly, change plan as soon as it becomes necessary. Create and implement a preferred employer program. Review weekly market survey for accuracy prior to submitting Ensure compliance with all fair housing laws when conducting leasing transactions. Review and approve all applicant files prior to move in for compliance with policies. Create and implement effective resident retention programs. Establish community outreach program. Quantify marketing results, performance and review. III. FINANCIAL Prepares recommendations designed to increase efficiency and revenues and lower costs for management evaluation. Budget preparation with annual deadline of October 31st. Prepares financial review of operating statements and discusses variances. Assures expenses are managed properly. Operate within budget parameters. Seek approval from your RPM or Owner for all budget deviations. Inspect apartment upon move out, determine charges (if any) to resident. Inspect and/or approve carpet, vinyl, or appliance replacement. Consult with your RPM or Owner on any repair or replacement that is not budgeted or is over budget. Under supervision of the RPM or Owner, solicit competitive bids as needed for major contract work. Initiate and control administrative expenses--office supplies, legal fees, etc. Ensure compliance with company accounting procedures including but not limited to the following: Maintain expenses within 3% of budget. Proper use of account codes Accounts payable procedures Purchase Orders Monitor and control overtime. Maintain the community in a clean and attractive condition while keeping within budget guidelines. Consult with RPM or Owner on plans for capital expenditures. Prepare and submit the proper accounting reports as requested by your RPM (or Owner) including, but not limited to, the following: Budget Variance Reports Executive Summaries Budget Forecast upon request Month End Closing and Owner Reports Payroll reporting IV. ADMINISTRATIVE Coordinate the preparation and submit the appropriate marketing and management reports as requested by your RPM or Owner. Set up or rearrange leasing, administrative and maintenance offices if necessary. Helps create, prepare and implement company policies and procedures. Negotiates with vendors & contractors in order to get the best service and price. Regularly conducts property inspections. Provides support and assistance to Owners relative to financing, purchasing, or selling of property. Insures proper completion and implementation of Property Notebooks for each property. Implements the established move-in procedures for each property. Assists with revision of the Company Policy and Procedure Manual when requested. Complete annual asset business plan and budget. Analyze monthly performance and budget projections, discuss strategies with your RPM or Owner, and communicate to Owners as needed or requested. Keep abreast of the market conditions in your area. Shop competition; report rent/concession fluctuations to the RPM. Continually enhance knowledge/expertise through publications, reports and seminars. Develop short/long term goals for business management through weekly staff meetings to discuss with the on-site staff the prevailing conditions of the market, and communicate any strategy changes for the coming week. Ensure compliance with all applicable local, state and federal regulations. V. PERSONNEL Interviewing, hiring, motivating and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Directs compliance of employees with established company policies, procedures, and standards such as staffing, hiring, training, operations, termination, and grievance practices. Approves and submits bi-weekly time sheets and PTO spreadsheet. Conduct the Weekly Staff Meetings in an approved format. Insures proper implementation of Company Dress Code/Uniform Policy. Establish schedules for on-site leasing personnel, service technicians, groundskeepers, housekeepers. Ensure proper coverage during office hours. Coordinate and initially approve vacation/leave requests before forwarding to the your RPM or Owner. It is the responsibility of the PM to ensure the office is properly staffed at all times. Assure service request procedures are being followed according to company policy, including distribution to staff and outside contractors, and following up with residents before service request is closed. Monitor and approve overtime before it is worked. Conduct semi-annual performance reviews. Make recommendations to Regional Property Manager for raises, promotions, employee counseling. (RPM may reserve the right to conduct and/or audit annual performance reviews). Ensure all onsite staff members have attended the appropriate training classes/seminars including Fair Housing and required Grace Hill courses. Properly document and report all injuries/incidents to the RPM, Owner and/or Insurance Company. VI. RESIDENT RELATIONS Oversee resident relations; take resident phone calls, requests and complaints. Consult with your RPM or Owner on any special circumstances. Communicate with the resident on any delays (over 24-hour turnaround) and/or special problems with service requests. Supervise and attend resident retention programs, renewal and leasing programs to maintain maximum occupancy. Monitor turnover; ensure turnover percentage remains within guidelines set by your RPM Initiate the coordination of resident relation programs, including resident events. VII. OTHER SKILLS AND ABILITIES Ability to handle multiple tasks, and manage time properly. Ability to delegate; train and motivate while gaining respect from employees. Assists in acquisitions of new properties and personnel and transition to Paradise Management as needed. D. PHYSICAL DEMANDS: Some lifting; typically 25lbs. or less. Walking for long periods of time when inspecting the property, supervising employees, handling resident complaints and other tasks associated with the management of a property. E. WORK ENVIRONMENT: Stress associated with completing multiple tasks in a timely manner and relating to other facets of the job. Exposure to noise is frequent. Exposure to a variety of weather conditions is frequent. F. SCHEDULING: The employee is subject to schedule changes and/or overtime as required by the job and his/her supervisor. This may include working weekends, working after the course of normal business hours and at other times as required by the job. The employee is subject to these schedule changes on as little notice as 24 hours. THIS JOB DESCRIPTION IS AN OUTLINE OF THE PROPERTY MANAGER POSITION AND DOES NOT COVER EVERY DETAIL OF THE POSITION. THERE MAY BE OTHER TASKS NOT OUTLINED HEREIN BUT IS THE RESPONSIBILITY OF THE PERSON HIRED HEREUNDER NONTHELESS. #J-18808-Ljbffr Paradise-Management,-LLC