Property Manager

Property Manager

Position Summary

The Property Manager is responsible for daily operations of the property including maintenance & upkeep, leasing, billing, and compliance.  This position will manage activities surrounding resident services, and retention activity to achieve financial goals. The Property Manager works to establish and maintain positive, productive relationships with internal and external stakeholders.

Essential Functions

Operations:

Oversees and directs day-to-day property operations of assigned properties.

Completes and submits all required reports by due dates.

Responsible for the coordination of all tenant related activities and record keeping necessary to maintain the financial viability of the property.

Responsible for renewal and annual recertification process for residents and documents reasons for non-renewals.

Monitors leasing/renewal/recertification activities through Yardi software system.

Responsible for leasing activities, such as move-in certifications, annual recertification, and lease renewals.

Prepares new leases and secures tenant signatures. Prepares re-certifications, lease renewals, interim adjustments, and other documents.

Certifies and conducts interviews with potential tenants from a waitlist of candidates.

Maintains compliance with all funding and agency requirements by collecting proper documentation.

Responsible for inspections as to condition prior to leasing to ensure that units are being maintained according to tax credit required housing quality standards.

Ensures maintenance repairs are handled satisfactorily by contacting residents with completed service requests on a weekly basis.

Responsible for ensuring residents adhere to the lease rules and regulations and assists with issuing lease violations as necessary.

Keeps legible records on each individual client. Documents and reports all issues to supervisor.

Recommends cases of non-compliance to Regional Property Manager and resolves as necessary.

Receives and responds to tenant or applicant inquiries by phone, email, or in-person visit.

Responsible for documenting and addressing residents’ complaints associated with property issues.

Resolves problems as able and escalates issues to the Regional Property Manager as necessary.

Responsible for marketing efforts to prospective residents to ensure occupancy goals.

Responds to emails throughout the day.   

Financial:

Maintain occupancy of sites at 95% or higher.

Maintain receivables at 90% or higher.

Ensure satisfactory finding at all file audits and physical inspections.

Ensures compliance with annual requirements for documentation of income and asset certification.

Assists residents with move in procedures including documentation, policies and procedures.  

Manages and monitors accounts receivable, following up with tenants to resolve delinquency issues as needed.

Generates and analyzes reports to track and resolve outstanding issues including financials, service requests, compliance, and overall operations.

Reviews delinquency report and sends notices for nonpayment of rent and other violations.

Responds and resolves resident complaints associated with property issues.

Manages budget, processes invoices, and the coordination of rent collection activities.  

Processes accounts payable including validating invoices, coding transactions, posting to the accounting system, and submitting for approval.  

Prepares and submits annual budget to Finance.

Maximizes income and controls costs for each property.

Responsible for monthly review of financial reporting and budget variance analysis.

Ensures all needed contracts are in place and current.

Supervisory Duties:

Reviews and approves employee’s timecards and manages time off requests.

Recruits, interviews, recommends candidates for hire, and manages the transfers, promotions, and performance management processes for up to three direct reports.

Assigns, instructs, and directs the work of staff.

Provides training and guidance related to processes, procedures, goals, and standards.

Prepares performance evaluation documentation; reviews and conducts performance evaluation meetings.

Other Duties

Assists with eviction process as needed.

Inspects units upon vacancy and documents inspection results to determine deposit refund.

Responsible for ensuring tax credits are issued to limited partner investors and meets all related compliance issues.  

Hosts resident meetings to provide information regarding community resources such as HOME seminars, health fairs, and financial counseling.

Attends trainings, reads appropriate publications, and confers with others in this field to stay knowledgeable of the changing federal regulations and policies.

Works closely and professionally with other public agencies and organizations that may be available for the betterment of the residents.

Demonstrates respect and regard for the dignity of all residents, families, visitors, vendors, and fellow employees to ensure a professional, responsible and courteous environment.

Communicates effectively with internal and external customers with respect to differences in cultures, values, beliefs, and ages, utilizing interpreters when needed.

Other duties as assigned.

Education and Experience

3 to 5 years of experience in the property management field with property leasing and resident services experience strongly preferred.

Minimum 3 years of experience with specific training in housing management or related management context.  

Customer service experience such as retail or hospitality desired.

Experience or familiarity with local, state, and federal service programs preferred.  

Sales experience is a plus.

Experience using Yardi software system is a plus.

High school diploma or equivalent preferred.

Knowledge, Skills, and Abilities

Must demonstrate ability to review and process information to determine what it means, how it fits together and how to respond to it.  

Strong written and verbal communication skills, which demonstrate the ability to interpret, clarify, and advise on program objectives and tasks.

Excellent customer service and interpersonal skills to interact with prospective and current tenants.

Attention to detail to ensure applications are accurate and tenant issues and questions are adequately addressed.

Strong problem-solving skills to find effective solutions for a variety of issues.

Advanced knowledge of rental contracts, property laws, and anti-discrimination laws.

Working knowledge of computers including Outlook, basic Excel, Word, Publisher, and PowerPoint required.

Physical Demands and Work Environment

Flexible work hours including after-hours response in the case of an emergency.

Work includes both inside and outside environments.

Must be able to work in various elements.

Driving is routinely required for positions with multiple sites.

Ability to walk property/properties.  

Must be able to sit and stand for extended periods.

Must be able to lift 15-20 pounds.

Exposure to diverse communities including low-income neighborhoods.

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.

Transportation Requirement

Position requires automobile, driver’s license and insurance.

Last Updated: December 2022, Approved: Jan. 2023         

Replaces: N4PM