Regional Property Manager

The Regional Manager reports to the Director and is responsible for the overall day-to-day operations of assigned properties, including comprehensive supervision of office, marketing, financial and maintenance functions in compliance with all company policies and procedures and all applicable Equal Employment Opportunity, Fair Housing and Human Rights statutes. The Regional Manager is responsive to the Training and Development Specialist/s, Facilities Manager/s (if applicable) and to Corporate Officers/Managers and staff in their respective areas. He/she is responsible for practicing, disseminating to front-line supervisors and consistently reinforcing the Related Management philosophy and process of respect-based property and personnel management to achieve the owners’ objectives for the property assets. In addition, the Regional Manager will maintain full management and administrative responsibilities for assigned sites in portfolio.

• Training and mentoring of General Managers and Resident Managers
• Hiring and staffing issues
• Financial
• Specific Site Administrative/Financial Operations
• Resident/landlord relations and site control
• Maintenance Operations
• Marketing/leasing
• Special projects

• The Regional Manager’s tasks include, but are not, limited to the following:
• Training and Mentoring
• Assists with developing and maintaining skills of General Managers
• Requests/arranges/provides the appropriate training for General Managers
• Coaches and assists with problem identification, documentation and solutions.
• Interfaces with management regarding issues with General Managers and Resident Managers.

• Hires and supervises all site staff, including initial screening and interviewing for all administrative staff, building superintendents, and leasing staff where appropriate. Parts of the process may be delegated to the appropriately trained site property managers where applicable and with validation that required training and skills are in place. The hiring process is carried out with responsiveness to the Training and Development Specialist, who is responsible for assuring adherence to the hiring policies.
• Responsible for day-to-day operations, including proper and full staffing. Conducts the initial on-site orientation for all new administrative and supervisory employees, including maintenance superintendents. Ensures the building superintendent does the same for all maintenance/janitorial/service staff employees.
• Interfaces with the Training and Development Specialist for scheduling of the presentation of new hire packages by trained and authorized staff.
• Prepares and presents comprehensive, timely performance evaluations and is responsiveness to the Training and Development Specialist, who is responsible for assuring adherence to the personnel evaluation policies. The Regional Manager is also expected to obtain input from the Training and Development Specialist and the Resident Manager, if applicable, for performance evaluations of the staff in their respective areas of responsibility and to involve them in the presentation of those reviews when appropriate.
• Prepares/assures and implements comprehensive project initiation plans for all personnel and pro formas with responsiveness to the Training and Development Specialist, who is responsible for providing authorized pro formas, contributing to the individualization of specific employees’ plans and for assuring adherence to the project initiation plan policies.
• Requests/arranges/provides the appropriate training for all personnel and is responsive to the Training and Development Specialist who coordinates/presents specific training and who confirms that all training noted in the project initiation plans has been presented.
• Coaches, sets expectations, holds accountable for meeting expectations, and supports site staff.
• Assures that front-line supervisors initiate timely, appropriate progressive discipline as needed, coordinating with and being responsive to Employee Relations regarding implementation of appropriate disciplinary policies and procedures, including any required approval procedures established by the regional office.
• Initiates timely, appropriate terminations of employment if necessary. Coordinates with, is responsive to the Training and Development Specialist regarding the implementation of appropriate termination policies and procedures, and assures accurate, timely processing of final pay determinations as directed by the HR-Workplace Solutions Department, including any procedures established by the regional office.
• Oversees the timely, accurate preparation of payroll time sheets and approves all payroll time sheets, including overtime, for weekly submission to designated staff. Collaborates with the building’s superintendent/site manager on all payroll issues before presenting them to the regional office for approval.
• Assures appropriate, consistent supervision of on-site staff by respective front-line supervisors, holding those supervisors accountable for meeting RMC supervisory performance expectations, as well as EEO supervisory expectations per RMC’s Affirmative Action Plan.

• Supervises all site accounts payable and accounts receivable functions.
• Familiar with all procedures and requirements of accounts payable and accounts receivable and assures their training for appropriate staff (coordinated and/or presented by the Training and Development Specialist), and implements and confirms consistent, ongoing application at the site level.
• Monitors rent collections and landlord/tenant court action statuses. Supervises all arrears and collection attempts. Is responsive to the Training and Development Specialist and the NYO regarding any court actions that have any FH&EO potential. See the Training and Development Specialist’s job description for further explanation of responsibility in this area.
• Establishes, implements, and confirms ongoing adherence to and the proper use of a comprehensive and systematic purchase order system at the sites. Provides detailed procedural information to the Training and Development Specialist and the Manager of Systems and Procedures to enable them to develop and present appropriate training and procedural guidelines for the program.
• Establishes and maintains good vendor relations and accounts in cooperation with the building’s staff.
• Ensures that vendor invoices are processed for timely payments, including petty cash, postage and expense reimbursements, and approves payment on all appropriate invoices as processed by site staff.
• Ensures that up-to-date, accurate vendor files are maintained on site.
• Ensures that all outside vendors provide proper insurance documentation. Maintains insurance files on site for regional review.
• Assures timely compliance with all reporting deadlines, i.e. accounts payable/accounts receivable, open items, vacated arrears, etc. to the regional office.
• Reviews/approves bad debt write-offs up to $2,500.
• Reviews all open items and vacated arrears reports before sending it to the regional office. Follows-up on items that need attention and makes decisions concerning stipulations and closing collection cases.
• Reviews and approves purchase orders for the site staff in amounts over their approval limit and up to the spending limit of $2,500.
• Assures that the staff is up-to-date on site-based accounts receivable entries and that the monthly closing is completed and submitted on time.
• Drafts (or reviews if site staff prepares) and tracks all financial overviews, management overviews and budget documents.
• Comprehensively reviews site drafts for accuracy. Prepares annual operating and capitol budgets. Responsible for staying within budgetary guidelines for items within one’s control. Ensures capitol budget items are completed as scheduled to proper standards. Ensures site staff’s full understanding of budget goals and details.
• Reviews site budget-control logs and monthly income statements. Prepares monthly variance analysis reports (Financial Overviews) for submission to the regional office by the 12th of the month
• Avoids budget “blindness”; solicits and pursues investments that will enhance property value through operating cost savings or revenue improvements.

• Supervises all administrative and tenant relation functions.
• Provides sufficient, consistent and comprehensive information to the regional and central offices to assure that the sites status is always accurately reflected.
• Oversees the smooth transition and proper standard of apartment turnovers.
• Reports all requests for reasonable accommodations that exceed the District Manager’s level of approval authority to the regional office using RMC’s operational procedures and provides recommendations for approval, disapproval, or alternate accommodations. Assures the timely processing of requests at the site level, and the timely implementation of approved requests.
• Initiates district-level policies, procedures, forms, schedules and/or controls, with the participation of the Training and Development Specialist and the approval of the Regional Vice President to properly manage the staff and physical plants.
• Reviews site budget-control logs and monthly income statements. Prepares monthly variance analysis reports (Financial Overviews) for submission to the regional office by the 12th of the month.
• Maintains a continuous list of project needs and concerns: administrative including computer needs, physical plant needs and assures timely follow-up on all open issues.
• Assures timely responses to and compliance with all site audits, whether generated for in-house use or required by federal, state or municipal agencies. Responsive to the Training and Development Specialist in implementing and completing any required action plan when sites receive material non-compliance citations.
• Reviews and approves all administrative and maintenance contracts.
• Reviews affordable move-in files for approvals and/or rejections for all steady-state sites, before lease signing until employee skill/training is confirmed. After lease signing, regularly audits eligibility, comprehensive and consistent screening, and a waiting list compliance. To the extent possible, participates in this review during rent-ups of new or newly renovated properties, and is responsive to the Training and Development Specialist who is responsible in this area for rent-ups.
• Assures that compliance reporting - monthly, quarterly, and annually is timely and accurately sent to regulatory agencies, in cooperation with and being responsive to the Training and Development Specialist and the central office.
• Conducts meetings with rejected applicants who request a review of the rejections and provides timely written follow-ups for those meetings.
• Meets with appropriate agency representatives to develop and maintain a rapport/positive working relationship and to confirm responsiveness to agency requests and their responsiveness to our requests, etc.
• Assures that the unit inspection process is appropriately trained, implemented, maintained and audited at each site.

• Ensures that all resident complaints are handled expeditiously, diplomatically and professionally.
• Confirms that residents are fully and properly notified of all issues that affect their tenancy. Consistently reviews written correspondence issued/to be issued to assure proper tone at all times.
   
• Thoroughly familiar with each site lease and enforces the House Rules and Regulations of the site, as well as the Pet Agreements and any regulatory programs in place. Assures that significant violations of either are comprehensively and appropriately documented. Attends court proceedings, if required.
   
• Attends and controls any/all resident meetings, as required. Approves holiday party expenses and ensures that these events take place and are presented up to RMC’s standard.
   
• Ensures proper service to residents by regular, thorough review of service request logs and follows-up on completed requests with the site staff, who should make periodic follow-up phone calls to residents regarding their recent service experience. Establishes expectations for and confirms proper service mentality in all staff dealings with residents.
   
• Supervises the appropriate building security measures, incident documentation, lease violation reports and proper notification of management, owner and/or insurance carriers where necessary.
   
• Ensures consistent, accurate, and timely incident reporting per standard operating procedure.
   
• Assesses the needs of the property regarding security installations, makes recommendations, and promotes community watch programs.
   
• Assures implementation of and confirms ongoing compliance with the appropriate procedures and policies for the management of hazardous materials.

• Supervises day-to-day maintenance operation processes and standards.
• Conducts regular comprehensive exterior/interior physical inspections with written records for presentation to the Regional Manager/Officer. Documents goals for the site staff, including areas in need of improvement. (i.e. apartment turns, service request procedures, general cleanliness, etc.).
• Develops, implements, and assures continued implementation of preventive maintenance programs; coordinates with and is responsive to the Regional Facilities Manager, if applicable. Develops appropriate schedules and formalizes the program in writing.
• Assures that multiple bids for both upgrade contracts and service contract work are obtained and properly presented to the Regional Manager/Vice President for approval.
• Confirms and processes specifications for general maintenance service contracts and repairs in cooperation with and responsive to the NYO buildings engineer and/or to the Facilities Manager, if applicable.
• Schedules, implements and maintains records of all site specific programs such as inspections, apartment upgrades, cycle paintings, etc., in cooperation with the site staff.
• Ensures the smooth coordination of all move-in/out schedules and the timely turning of vacant units.
• Assures compliance of contracts with outside vendors for all work being performed at sites.
• Ensures implementation of all extermination programs.
   
• Ensures that appropriate market rate standards are met with respect to building cleanliness, apartment turns, amenity presentation/curb appeals for all sites at all times.
• Assures that all sites have 4-phase work schedules in place that are being followed as routine.
• Ensures apartment standard books are current and approved and are used by site staffs as intended.
• Works with in-house staff, regional or central office support, or outside third parties to develop specifications for major capital upgrades/improvements for sites. Solicits competitive bids for approval. (3 minimum)
• Oversees all upgrades/repairs, with the input of regional and/or central office support, if necessary.
• Ensures that monthly building inspections are performed and submitted by site staff.
• Interfaces with regional and central office support staffs on issues relating to regulatory and building code requirements, including health safety and environmental issues.
• Encourages and arranges for additional training for superintendents and maintenance staff, either on-site or off, for additional technical training as needed.
• Ensures that a proper inventory system is in place and is being implemented by the Resident Manager.
• Ensures that proper key control systems and procedures are in place at all times at sites.
• Interfaces, as applicable, with union representatives to discuss issues relating to building maintenance/service staffs, and is responsive to the regional office, the central office, and the Training and Development Specialist when the issues impact their areas of responsibility.
• Attends all union arbitration meetings, and is responsive to the Training and Development Specialist, the regional office and the central office.
• Attends any agency hearings regarding building violations. Follows-up on all outstanding violations and works to eliminate penalties, where possible.
• Ensures that all logbook procedures (e.g. service requests, key authorization, etc.) are properly and timely maintained by site staff.
• Ensures the preparation and implementation of emergency preparedness plans.

• Ensures that maximum economic rents are achieved through the active rent level management, general and targeted outreach methods, assurance of leasing skills, and resident retention programs.
• Develops cost effective traffic generation programs including advertising, referrals, and employer outreach sufficient to address expected turnover.
• Assures staff training either in-house or by appropriate third parties in all leasing skill areas; including phone capture, qualification of needs, show, close, follow up, value enhancement, amenities as benefits, overcoming objections, and an understanding of site leasing manuals.
• Assures that all staff is fully familiar with competitive properties through preparation and review of comp data sheets and weekly updates of local rent and occupancy levels.
• Assures accuracy of regular leasing reporting.
• Arranges regular shops of each staff member, with written reports, to help measure and improve leasing effectiveness.
• Personally shops all competitive properties and stays abreast of market trends regarding new developments, upgrades of competitive sites and local economic impacts on residential real estate such as job creation, population changes, retail development, transportation access, etc.
   
• Confirms staff skills, move-in orientations, use of resident handbooks, and renewal communications.
   

Special Projects

• These may include, but are not limited to, special assignments from the Regional Vice President and or the central office. The special assignments may be regional in scope or may be outside the region, having an impact on the business in general.
• Completes pro-forma budgets.
• Participates in the development of proposed new contracts.
• Assists with regional training.
• Acts as a back-up for Regional Vice President during vacation time, general out of office periods, etc.

• Strong leadership, supervisory and organizational skills.
• Excellent written, verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks.
• Must be able to work independently and as part of a team of professionals.
• Working knowledge of Microsoft Office.
• Customer service driven.
• Experience and knowledge of financial management, including budgeting.

• Must be willing to work various schedules.
• Must be accessible to respond to off-hours emergency situations.

Compensation: 

The anticipated base salary range for this position is listed below. In addition to a competitive base salary, you will be eligible to receive discretionary bonus incentives and a comprehensive benefits package.

Anticipated salary range: $165,000 - $185,000 

Actual base salary within the anticipated range will be determined by several components including but not limited to the individual's experience, skills, qualifications, and market factors.

Why You'll Love It Here:                                                            

• Lots of paid time off (19+ days!) – we value your life outside of work.
• Customizable total rewards package – pick from our medical, vision and dental options, along with our life insurance and an Employee Assistance Program
• Financial wellness perks to set you up for success - such as 401(k), FSA & HSA, employer-paid life and AD&D insurance; paid leave & disability programs.
• Mental health resources, such as counseling, are available to our team members.
• Fertility benefits – such as surrogacy, adoption assistance and more!
• Paid time off to volunteer and we will match your charitable donations! We are a passionate team making real impact on the world!
• Grow with us – learning & training programs; tuition & certification reimbursement; internal advancement opportunities are available.…and so much more!