Property Manager

SUMMARY:

The property Manager shall be responsible for the community lease up as well as managing, operating, and maintaining the luxurious amenity adorned mixed-use complex. The Property Manager will be working with the upper management on company’s objectives, annual budget, and with corporate leadership to determine property operating objectives and plans to achieve them, developing the property team members to maximize performance, and taking a hands-on approach to any necessary duties to accomplish objectives as well as to facilitate the successful performance of others by performing the following duties personally or though subordinates.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Generate revenue for community and handle resident relations
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Have multiple experiences taking a new property from construction completion to lease-up completion
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Ensure property is rented to fullest capacity.
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Maintain community appearance and ensure repairs are noted and completed on timely basis. This requires regular community inspections and tours. ·
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Have strong building infrastructure knowledge
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Demonstrate best-in-class customer service skills
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Utilize marketing strategies to secure traffic (competitive rental rates, promotions, locators, etc.).
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Confirm that leasing staff techniques are effective in obtaining closure.
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Ensure deposits, rental payments and late/check charges are collected on timely basis.
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Deal with resident complaints, concerns and requests on timely basis to ensure resident satisfaction with management.
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Develop and/or implement resident retention programs (resident functions, special promotions, monthly newsletters, etc.).
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Consistently enforce community and company policies.

Community Marketing/Leasing
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Greet prospects and qualify by covering all criteria.
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Tour community and target apartment. Highlight amenities (pool, clubroom, etc.) and close the sale.
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Process applications for approvals (i.e., credit check, rental history, etc.) and type leases. Follow-up with applicant regarding status.
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Follow-up on prospects unable to close (phone calls, “thank you” notes, etc.).
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Secure new residents signature(s) on appropriate paperwork prior to move-in. Orients new resident(s) to community (turns over keys, reviews community rules, regulations and procedures, point out mail boxes and review amenities, etc.).
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Monitor apartments up for renewal, send notices and secure renewal.

Financial Management and General Administration
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Prepare annual budgets and income projections in a timely and accurate manner.
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Maintain accurate records of all community transactions and submit on timely basis (rent rolls, delinquency reports, move-in/move-outs, etc.).
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Collect and post rent (when applicable). Maintain accurate and up-to-date property accounting and collection records.
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Plan for and utilize community resources, equipment and supplies economically (obtain bids/pricing from vendors, suppliers and contractors, deal with inadequate service, etc.).
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Ensure all administrative paperwork is accurate, complete, and submitted on a timely basis.
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Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
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Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.
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Ensure distribution of all company or community-issued notices (bad weather, emergency, etc.).
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Give direction to and/or monitor maintenance, construction and/or rehabilitation activities to ensure quality and expediency (Supervise apartments to ensure Service Requests for make-readies are completed and timely, etc.).
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Will head emergency team for community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (criminal activity on community, employee/resident injuries, fires, floods, freezes, etc.).
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Process A/P invoices, handle petty cash and all funds.

Personnel Management
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Use consistent effective techniques and company directives to hire, orient, and train new personnel.
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Ensure effectiveness of staff through ongoing training, coaching, counseling, and guidance.
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Complete weekly/daily office staff schedules and assignments. With input from the Community Service (Maintenance) schedule maintenance staff and oversee assignments. Monitor progress of work assignments.
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Deal effectively, consistently, and on a timely basis with performance problems. Document adequately, communicate situation with Regional Manager, Human Resources, and terminate appropriately when necessary.
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Promote harmony and quality job performance of staff through support, effective leadership, and positive reinforcement.
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Ensure all administrative functions pertaining to personnel are processed on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).
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Ensure staff compliance and consistency with company policies and procedures, industry regulations, safety practices, etc.

SUPERVISORY RESPONSIBILITIES:

Directly supervises employees in the department. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:
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Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
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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.
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Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
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Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.
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Written Communication – Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.
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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.
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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.
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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.
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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.
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Business Acumen – Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
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Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
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Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically.
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Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports affirmative action and respects diversity.
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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.
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Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
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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.
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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.
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Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
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Quantity – Completes work in timely manner; Works quickly.
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Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
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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.
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Initiative – Takes independent actions and calculated risks; Looks for and takes advantage of opportunities.
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Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:
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Industry applicable certifications (i.e. CPM) Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM) preferred
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Bachelor’s degree (B. A.) from four-year college or university; combined with a minimum 5 years of multifamily property management experience may satisfy the education requirement.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of Accounting software; Contact Management systems; Database software; Design software; Development software; Human Resource systems; Internet software; Inventory software; Manufacturing software; Order Processing systems; Payroll systems; Project Management software; Spreadsheet software and Word Processing software.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles; toxic or caustic chemicals and risk of electrical shock. The employee is frequently exposed to risk of radiation and vibration. The employee is occasionally exposed to wet and/or humid conditions (non-weather); working near moving mechanical parts; outdoor weather conditions; extreme cold (non-weather) and extreme heat (non-weather).

The noise level in the work environment is usually moderate.

Print Name: ________________________________________________________________

Employee Signature: _________________________________________________________

Date: ____________________________________________________________________