Millinocket Property Manager – Contract Position Available

The Northern Forest Center seeks an experienced and organized Property Manager to support its’ rental operations of single and multi-family homes in downtown Millinocket, Maine.

Start Date: July 1st or sooner

Compensation: $950, via invoice by contractor. Adjustable based on units included in scope of work. Not eligible for benefits.

Scope of Work

The Property Manager will oversee all tenancy and maintenance matters for the following properties:

• 100 Katahdin Ave. – 3 Units

• 26 Central St. – 2 Units

• 175 Aroostook Ave.

• 9 Penobscot Ave. – 3 Units

• 196 Penobscot Ave. – This property will be completed in Fall 2024 and will include five apartments, a takeout restaurant, and a Wabanaki cultural center. The property will be included in the scope of work when we begin seeking residential tenants. Payment will reflect the anticipated rent roll for the occupied building.

Note that up to three of the properties are expected to be listed for sale during the contract period. This contract does not include work associated with selling the properties beyond managing tenant move-out and subsequent property improvements.

Specific responsibilities include:

A. Manage Tenants

• Manage Rental Application and Tenant Selection Process: The Property Manager will be the point of contact for apartment showings to interested parties. Applications completed online will be directed to the Property Manager for initial review.

• Lease Execution: The Property Manager will be responsible for completing a lease document with new tenants. The Center will provide the Property Manager with an approved lease template for Maine tenants. The Property Manager will be responsible for completing the lease, collecting tenant signature and providing a fully executed copy to the tenant.

• Follow Unit Condition Checklist: The Property Manager will conduct a rental condition review with the new tenant

• Help Establish Rent Prices: The Center bases rental prices on comparable local rents as reported by the Property Manager. The Property Manager will recommend rental prices to Center staff and both parties will make a collective decision about the rental price.

• Resolve Conflicts: The Property Manager will make every effort to resolve conflicts with tenants independently and amicably. If a resolution does not occur, the Property Manager should bring one or more members of the staff team into the conversation with the tenant(s).

• Oversee Tenant Departure: The Property Manager will meet the tenant to accept all keys and get a forwarding address. She will conduct a final apartment review, comparing current apartment status to move-in conditions and flagging any discrepancies or problems with tenant present. She will note any necessary repairs or treatments for consideration and prepare a statement with estimated costs of any necessary repairs. She will then approve a full or partial security deposit return and notify the Operations Manager and Director of Finance of the amount and the documentation of repairs required.

B. Maintain systems and oversee building repairs or improvements

• Oversee Regular Service Providers: The Property Manager will manage trash removal, lawn care, and snow removal contracts and ensure the services are completed effectively in a timely manner.

• Oversee Contractors: The Property Manager will maintain oversight of all contractors and ensure adherence to their contracted terms.

• Provide Property Access: The Property Manager will arrange building access for all contractors including either meeting the contractor onsite or ensuring the current tenant is home and aware of work to be done. In cases where extended work is required in vacant units, the Property Manager may provide the contractor with a key to be returned when the project is completed. Property Manager will ensure that fuel deliveries are communicated to tenants and access given if not accessible from the outside of the building.

• Recommend Property Improvements: Most building improvement projects are identified at time of purchase to ensure the units meet quality and code standards. The Property Manager identifies any additional projects needed through site visits, during tenant transitions or upon tenant notifications. A move-in/move-out checklist is completed for each unit to assist in identifying needed improvements or repairs.

• Manage Contractor Procurement Process: The Property Manager will follow terms of the Center procurement policy to identify and secure contractors.

• Maintain Fuel Supply: The Property Manager will manage the monitoring and delivery of wood pellets for heating at 100 Katahdin, 175 Aroostook and 26 Central. Property Manager will coordinate with contractor for required maintenance and cleaning of units.

Oil is delivered on a scheduled service to accessible units. Tenants occupying units in which the heat source is accessed indoors are instructed to notify the Property Manager of low fuel levels. She will order fuel from the provider and coordinate access.

C. General

• Make Purchases as Necessary: The Property Manager should use approved vendors whenever possible. Property Manager will have credit privileges at both Ace Hardware and Stern’s Lumber Company. When a separate purchase needs to be made, she should request approval from the Operations Manager and provide justification for purchase. Property Manager should request reimbursement by providing receipts and an itemized invoice to the Operations Manager.

Desired Qualifications

• Excellent communication and organizational skills; professional representation in community

• Previous property management experience

• Familiarity with Maine housing laws

• Experience using Microsoft Word, Asana, and managing PDF documents. Openness to learning new systems

• Comfort in recommending process or system improvements

Interested parties should send a letter of interest to Maura Adams, Director of Community Investment at madams@northernforest.org

Job Types: Part-time, Contract

Pay: $950.00 per month

Expected hours: 5 – 8 per week

Experience level:

• 1 year
• 2 years
• 3 years
• 4 years
• 5 years

Schedule:

• Monday to Friday
• On call

Experience:

• Property Management: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Millinocket, ME 04462 (Preferred)

Work Location: Hybrid remote in Millinocket, ME 04462