Property Manager

Position Overview:

The Property Manager plays a critical role in ensuring the smooth operation and maintenance of an assigned property. This position involves managing all aspects of property operations, including supervising staff, ensuring the physical site remains in optimal condition, and meeting occupancy and financial performance targets. The Property Manager is also responsible for cultivating positive relationships with residents by providing excellent customer service and addressing any concerns promptly..

Qualifications:

Advanced certifications in property management, business administration, or related fields are a plus.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) for reporting, correspondence, and data management.

Previous experience in managing residential properties.

Proven track record of successfully leading and developing on-site teams.

Experience in financial management, including budget oversight and rent collection.

Knowledge of Fair Housing laws and local property regulations.

Experience with Yieldstar, Yardi CRM, or other property management software preferred.

Strong understanding of Generally Accepted Accounting Principles (GAAP).

Comfortable with occasional travel for property-related needs, audits, or inspections.

Ability to work under pressure and handle multiple responsibilities in a fast-paced environment.

Strong interpersonal skills with the ability to build positive relationships with residents, staff, and management.

Excellent communication skills, capable of effectively interacting with all levels of people, from residents to executive leadership.

High School Diploma required.

Property Management:

• Ensure the property is maintained and operated according to company policies and within the approved budget, including occupancy and collections KPIs.
• Lead, motivate, and train all on-site personnel, ensuring high performance across the team and adherence to PEM standards of excellence and branding.
• Monitor and achieve occupancy goals while maintaining resident satisfaction.
• Deliver exceptional customer service by addressing resident concerns and ensuring a pleasant living environment.
• Responsible for managing a team of 6-10 employees, ensuring they perform their duties effectively and in alignment with property management goals.
• Communicate needs for capital items to asset manager and corporate, providing 3 estimates for each item.
• Ensure property meets PEM safe for Maintenance and operational KPIs.

Customer Relations:

• Address resident inquiries, investigate issues, and resolve concerns promptly.
• Meet with new residents to explain their rights and responsibilities in detail.
• Coordinate resident events and retention activities such as renewal parties and special events.

Working Conditions:

50% desk work, including sitting for extended periods while managing paperwork, reports, and communications.

Occasional lifting of up to 10 pounds may be required for handling office materials or small property-related items.

50% walking and standing, particularly during property inspections, meetings with residents, or supervising maintenance activities.

Frequent use of hands for typing, writing, and handling documents.

This role can involve handling stressful situations, such as managing tenant complaints, resolving conflicts, or ensuring compliance with legal and safety regulations.

The Property Manager must be able to manage multiple responsibilities at once, from financial oversight to employee supervision, often with tight deadlines.

Hours and Schedule

Full-time position: The Property Manager typically works standard business hours, Monday through Friday.

Some weekend days and after-hours work may be required to address urgent resident or property-related concerns, especially during maintenance emergencies, tenant move-ins/move-outs, or occupancy needs.

Key Responsibilities

• Conduct daily inspections of the property and model units, ensuring all areas are clean and well-maintained.

Operations & Compliance:

• Ensure daily Yieldstar pricing accuracy by monitoring market trends and demand forecasts.
• Maintain accurate lease compliance reports, ensuring all data is promptly entered into the Yardi system.
• Oversee move-in and move-out inspections and manage the security deposit process within five days of a resident’s departure.
• Implement and enforce effective rent collection policies, ensuring delinquencies are kept below 1% of billed revenue.
• Along with the Business Manager, provide daily updates of delinquency notes on the tracker to maintain accurate and timely records of payment status.

Financial Oversight:

• Prepare and submit all required invoices daily, ensuring accuracy and timeliness.
• Manage property expenses by overseeing purchases, reviewing invoices, and ensuring budget compliance.
• Conduct periodic audits of maintenance files and security deposits.
• Perform variance reporting to identify discrepancies between budgeted and actual expenses.
• Review month-end reports to ensure accuracy and compliance with financial policies.

Leadership:

• Oversee and ensure the success of the on-site team by providing strong leadership, fostering collaboration, and driving performance. Implement strategies for continuous improvement, skill development, and alignment with company objectives to maximize efficiency, innovation, and overall team effectiveness.
• Build, lead, and mentor a high performing on-site team fostering a culture of collaboration, accountability, and continuous improvement.

Employee Relations:

• Supervise all on-site staff, maintaining personnel records and implementing performance improvement plans when necessary.
• Provide training and development opportunities for staff, covering key areas such as Yieldstar pricing, Yardi, and HVAC repairs.
• Conduct annual performance evaluations for all on-site staff, providing constructive feedback and setting clear goals for improvement.
• Address performance issues in a timely and professional manner, implementing corrective action plans when necessary to improve employee performance.
• Mediate and resolve any internal conflicts among team members to maintain a positive and productive work environment.
• Work with staff to address any resident-related conflicts, ensuring team members handle disputes fairly and in accordance with lease agreement and company policies.
• Develop and manage work schedules for staff, ensuring adequate coverage of all property management duties throughout the week.
• Assign responsibilities based on staff strengths and workload, ensuring efficient task distribution.
• Ensure all on-site team members comply with Fair Housing laws and other regulatory requirements.
• Make sure that staff adhere to OSHA safety standards and follow best practices to maintain a safe work environment for both employees and residents.
• Reporting to Asset Managers and HR with accurate employee filing, including attendance records, performance evaluations, and any corrective actions taken.
• Regularly report to the Asset Manager or upper management on team performance, staffing needs, and employee concerns.

Hiring and Onboarding:

• Participate in the hiring process, from reviewing applications to conducting interviews for on-site positions.
• Ensure new hires are properly onboarded, trained in company policies, and equipped with the knowledge needed to succeed in their roles.

Training and Development:

• Implement and oversee training programs for staff, including the use of property management software (e.g., Yardi), Fair Housing laws, and maintenance protocols.
• Encourage continuous learning by providing opportunities for staff to attend relevant courses, such as Grace Hill training and Yieldstar pricing (e.g., HVAC).

Additional Duties:

Perform other related duties as assigned.

Driving continuous improvement through enhanced standardization of processes and practices by holding teams accountable.

EQUAL OPPORTUNITY STATEMENT:

PEM REG is an equal opportunity employer. Employment decisions are based on qualifications and the ability to perform the job. The company reserves the right to modify this job description as needed at any time.