The Property Manager is responsible for all community operations, effectively managing and coordinating people, activities, and resources to achieve community objectives, including maximizing occupancy levels and community values. This role involves providing leadership and direction to associates at assigned properties.
Responsibilities
Assume primary responsibility for preliminary interviewing, making recommendations to Supervisor in selection of Associates, hiring, supervision and training of on-site personnel and being responsible for all work the staff completes
Complete annual performance reviews and make recommendations for salary increases
Counsel underperforming associates and provide critical feedback to improve performance
Effectively motivate through positive reinforcement, setting an example and taking corrective measures to ensure outstanding performance of all staff members
Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership
Plan weekly/daily office staff schedules and assignments
Coordinate maintenance schedule and assignments with Maintenance Superintendent
Administer action plans consistently, and on a timely basis with performance issues
Document appropriately, communicate situation to Supervisor and Human Resources, and terminate properly and upon approval from Supervisor
Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.)
Train the Assistant Manager & Leasing Agent to assume all managerial duties in the event of the Manager’s absence
Train other staff members to operate basic functions in the management office
Respond to client, supervisor and resident within same business day, but no longer than 24 hours
Write and/or discuss comprehensive responses via email or letter
Collect rent and take appropriate action and legal remedies in the event of nonpayment of rent, in a timely fashion as per landlord/tenant law and lease agreement
Adhere to the timely completion of any and all required reports to the supervisor, the owner and applicable federal; and/or state agency
Ensure adherence of property rules and regulations, lease provisions or other documents governing the property
Negotiate and coordinate services and contracts associated with the operation of the property, provided all proposed contracts are reviewed and approved by the individual to whom the Manager reports, as well as the Client
Prepare timely management reports and other related material for Supervisor & Owner
Attend meetings with Supervisor and Owner
Oversee property’s answering service, ensuring superlative customer service, up-to-date calling sequences, and accurate contact information
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Notify residents of all issues affecting their tenancy
File court documents for eviction and attend scheduled court hearings as Landlord’s representative
Oversee security deposit administration including inspecting units to determine resident’s balance or refund, preparing disposition letters, and processing security deposit returns
Ensure property’s filing system is maintained and includes resident, applicant, accounting, and vendor and contract files
Confirm all leases and corresponding paperwork are completed and input into Entrata accurately and on a timely basis
Develop and utilize sound rent collection procedures, including following up with delinquent accounts
Deposit rent daily and complete all related documentation
Monitor landlord-tenant relations and mediate disputes when necessary
Establish and maintain regular daily office hours
Remain current in all aspects of affordable housing, regarding HUD/monitoring agency requirements in recertification, initial certification, special claims, voucher processing, etc, by continually updating knowledge through classes/seminars/webinars through professional associations, knowledgeable co-workers and any other resources available
Maintain required professional certifications for site and as determined by Supervisor
Learn and understand all applicable affordable documents to include, but not limited to, Tenant Selection Plan, Affirmative Fair Marketing Plan, Regulatory Agreement, Mortgage Note, as applicable to the site
Learn and understand all reporting requirements to applicable monitoring agency
Prepare for and follow-up on all agency inspections, such as, MOR, file reviews, REAC, as applicable to the site
Submit/update and respond to all requests by monitoring agency
Assist with tax Credit Conversion and compliance at other properties
Foster excellent, quality-based, professional service to residents and clients alike
Be responsible for maintaining the highest possible occupancy levels and carry out all necessary marketing programs
Make recommendations for a marketing plan/strategy and administer plan
Confirm that leasing staff techniques are effective in obtaining closing
Approve all applicants and complete all leases and other move-in paperwork
Develop and implement a resident retention plan to include resident orientation to the property
Execute marketing and advertising campaigns for apartment leasing and coordinating leasing events such as open houses, realtor tours, and resident promotional activities
Lead tours of property, showing vacant units and marketing property amenities as needed
Screen, review, and approve all applications
Lead lease orientations and signings, and submit relevant documentation
Represent the company in a professional manner at all the times
Ensure that sufficient resident activities and programs, including social programs if applicable, are available to all residents
Ensure that applicable and appropriate community resources are brought to the residents of the property
Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management
Ensure communication to all residents for community issued notices, etc.
Consistently implement policies of the community
Collaborate with Resident Service Coordinators and Support Services to provide residents referrals to appropriate agencies
Assist with the development and implementation of resident services programming
Assist in the preparation of the property newsletter
Ensure that all routine, preventative, apartment turnover preparation and non-routines maintenance, as well as cleaning requirements, be prioritized and scheduled in a timely manner
Conduct property inspections at a minimum of once per week and follow-thru on appropriate actions
Ensure that after-hours emergency service is handled efficiently and responsively
Schedule and supervise capital improvement programs and other contracted projects
Conduct annual unit inspections
Develop and implement a preventative maintenance program
Implement and monitor an energy conservation plan
Identify, prepare for and monitor capital improvements and replacement program
Utilize Entrata to enter in and track work orders, and regularly review maintenance reports
Prepare emergency procedures for the property
Learn and ensure compliance with all local, state and federal safety regulations/rules
Ensure that unsafe conditions are corrected immediately
Direct staff to follow a “safety first” principle
Report all liability and community incidents to insurance carrier and Supervisor immediately
Ensure all workers’ compensation claims are reported to Human Resources immediately and proper paperwork is completed
Complete any pertinent safety checklists with maintenance staff
Prepare the annual operating budget
Review and report to supervisor all variances against budget on a monthly basis
Purchase all goods and services in accordance with, and in, budgetary limits
Adhere to the purchasing and invoice payment policy of invoice payment within 30 days of receipt
Maintain accurate and legible records of all expenditures as established for the property
Investigate competitive pricing in purchasing goods and services, prepare specifics and solicit a minimum of three (3) bids for significant expenditures, or in accordance with the management agreement and the client’s goals and objectives
Process and approve payables
Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable
Demonstrate ability to understand financial goals, operate asset in client’s best interest and in accordance with policy and procedure
Prepare appropriate updates and requests for RSC grant renewals to HUD; submit monthly for the grant reimbursement funds
Submit monthly all special claims to HUD for reimbursement
Submit Petty cash receipts monthly for review and approval
Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action
Effectively convey ideas, images and goals to a diverse group of personalities
Possess a positive attitude and the ability to smile under all circumstances
Achieve Fair Housing certification on an annual basis
Be competent in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as Entrata
Have knowledge of OSHA laws and regulations
Participate in training in order to comply with new or existing laws
Be able to work evenings and weekends, in order to meet deadlines
Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community
Comply with expectations as demonstrated in the Employee Handbook
Successfully pass a drug test
Requirements
High School Diploma or equivalent
2 or more years’ experience in multi-family property management, including direct supervision of others
Proven Marketing and Leasing experience
Proficiency in Microsoft Office, including Word, Excel, and Outlook
Excellent customer service skills
Ability to perform in a busy, changing, multi-tasking work environment
Ability to physically inspect property (or properties) and individual units
Ability to read, write speak, and comprehend the English language
Valid driver’s license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.)
Attendance is an imperative job function
Nice to have:
Bachelor’s degree
Certifications in the following: Housing Credit Certified Professional, Certified Occupancy Specialist, Specialist in Housing Credit Management, Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM)
Experience with affordable housing
Proficiency in Entrata
Bi-lingual English and Spanish
Important Details
Approval limit for the Property Manager: $1000
About the Company
Chapman Management Group offers a premiere experience for both residents and property owners in the Washington D.C. and surrounding areas. With a commitment to elevating the industry standard and advancing local communities, Chapman Management provides unmatched responsiveness while staying at the forefront of technology and advancements in property management services.
At Chapman Management Group we never stop refining the way we serve residents and owners.
