Property Manager

1. Purpose of the job:

Property Managers and Sr. Property Managers (PMs) support the daily operations of property management by performing administrative tasks, organizing property viewings and handling resident relations. PMs are responsible for inspecting property conditions, coordinating maintenance work by obtaining bids from vendors, evaluating vendor work, managing budgets and scheduling The PMs are responsible to developing positive relationships with tenants, creating organizational systems for accurate record-keeping.

2. key outputs:

• Ensure unsafe conditions are corrected in a timely manner
• A good understanding of mechanical systems; HVAC, Plumbing is required
• Learn and ensure compliance with company, local, state and federal safety rules
• Enforce policies of the community
• Contribute to the cleanliness and curb appeal of the community on a continuous basis
• Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis
• Respond to residents about community, repairs, rent, rules etc. and follow-up where necessary
• Maintain open communication with Director of Maintenance and all staff/residents

3. tasks/responsibilities:

• Assist the Director of Maintenance in maintaining the physical asset
• Oversight of the Yardi Facilities and Maintenance utilization of all supervised properties
• Preparation and monitoring of all issued notices and correspondences, internal and external
• Maintain a complete and orderly filing system for all inter-office out-going correspondence for all supervised properties
• Perform weekly sites visits to ensure asset is being maintained in accordance to our standard and address any/all issues accordingly
• Interface with residents as required relative to any complaints, suggestions or clarification of policies
• Assist with supervision of all on-site maintenance personnel
• Oversee the regular site inspections including that of; maintenance work, physical structure, grounds, common areas and apartments. Apartment inspections are mandatory annually
• Participate with budget meetings to ensure expenditures are in line with budget projections
• Monitor work ticket log and advise staff as needed
• Monitor all legal cases in supervised properties to ensure process is moving as required
• Supervise the restoration of vacant apartments and track all vacant units in supervised properties
• Monitor issuance of violations for correction and removal – attend hearings as needed
• Ensure that back up paperwork for purchase order are submitted timely
• Responsible for the maintaining of property files and records
• Ensure apartments are ready for resident to move-in on agreed date
• Provide orientation to new residents to community
• Distribute all company or community issued notices
• Communicate with Director Facilities and CEO regarding accuracy of invoices received (purchase orders/invoice attached and accurately coded) based on company procedures
• Monitor all compliance actions for each property to ensure timely responded to HPD,HDC,DOB, etc.
• Provide weekly site reports to the Director if Maintenance and Property Management for each supervised property.
• Coordinate with Director of Facilities, CEO and Director of Operations to process weekly timesheets and payroll hours for site staff.
• Assist with special projects as assigned by Director of Maintenance and Director of Property Management
• This position does require the ability to be on call for the supervised portfolio

4. Relationships

• Report to the Director Maintenance
• Attend regular meetings as scheduled and/or requested with Owner’s Asset Manager – including but not limited providing updates regarding benchmarking criteria for operations, AR/AP, vacancies, compliance, violations, tenant relations, etc.
• Maintain relationships with vendors, suppliers and other professionals servicing the company or properties
• Maintain relationships with residents, owners and other site staff
• Support and contribute to community team

5. Key Competence

• Must possess strong attention to details
• Demonstrate the ability to support and contribute to community team
• Demonstrate strong oral & written communication skills
• Competence in operation of office equipment (telephone, business calculator, facsimile, personal computer), Microsoft Office and ‘community’ software
• Must possess a positive attitude
• Interpersonal skills
• A strong analytical mindset
• Outstanding organizational skills
• Administrative and supervisory skills

5. CORE Values and attitude

• Efficiency
• Accountability
• Transparency
• Integrity
• Tenacity & Enthusiasm
• Creativity
• Professionalism
• Drive

5. Working CONDITIONS

• Ability to work flexible schedule including evenings & weekends
• Being on call for supervised portfolio

Attend functions and participate as host for any functions as directed by Director of Maintenance