Job Description - Property Manager

Mission Statement: “As a member of the Perennial Properties Team, I will strive to provide the best apartment community living for each and every one of our residents. Our Residents and Service Representatives will be met with the utmost courtesy, professionalism and sense of promptness in every instance.”

Location: On site

Job Classification: Exempt/Salary

Reports To: Director of Property Management

Supervises: All On-Site Personnel

Hours: 9:00 – 6:00 Monday thru Friday, 10:00 – 5:00 Saturday, and 1:00 – 5:00 Sunday.

The position requires the ability to work any of the seven days of the week, 52 weeks of the year. Hours of operation are subject to change based on the Property's needs.

Competencies and Education: Must be competent in the areas of accountability, communication, customer service, teamwork, planning and organization. A minimum of a high school education is required and the position requires the ability to read and write English fluently and the ability to perform intermediate mathematical functions.

Position Requirements:

• Minimum 2 years of supervisory experience in Property Management or related field
• An understanding of budgets
• Excellent communication skills
• Strong administrative and organizational skills
• Strong time management skills
• Professional image
• Strong customer service skills
• Ability to close a sale in person and on the telephone
• Knowledge of on-site maintenance requirements and ability to work with vendors and contractors
• Ability and access to drive a car
• Basic computer skills, including Excel, Word, and Outlook

Physical Requirements: The position requires the ability to inspect the property in its entirety, tour prospective residents, deliver notices when needed, oversee maintenance functions, assist with emergency measures, and the ability to withstand all weather conditions.

Management Of Personnel:

• Responsible for recruiting, interviewing and hiring new employees.
• Responsible for on-going training and development of staff.
• Responsible for addressing performance issues timely and completing counseling paperwork.
• Handles termination of employees when necessary.
• Performs annual performance evaluations with employees and recommends salary changes.
• Responsible for conducting weekly staff meetings.
• Responsible for delegating work and overseeing work performed by all employees.
• Act as the Safety Manager and ensures that all employees adhere to the Company's safety guidelines.
• Enforces Company's policy and procedures.

Financial Responsibilities:

• Prepare the annual budget.
• Implement collection and expense strategies to work within budget parameters and to maximize profit.
• Monitor expenses and collections frequently to determine areas in need of improvement.
• Responsible for monitoring delinquency on the property and keeping bad debt low.
• Approve all expenses up to $500 and obtain approval from the DPM for expenses exceeding $500.
• Oversee maintenance inventory control procedures to ensure that overstocking is not an issue.
• Monitor utility collections and expenses. Ensure that temperature and light controls are set accordingly to save on energy.
• Responsible for monitoring market conditions, occupancy and leasing trends to establish rents.
• Set or approve rental rate increases for renewals.
• Review monthly financial reports and explain variances in expenses and collections.

Leasing and Marketing Responsibilities:

• Participate in periodic telephone shops and other training methods to keep skills fine-tuned to ensure that performance is consistent with the Company's standards.
• Ensure all leads received via the internet and facsimile are answered within 2 hours when received during business hours.
• Review traffic logs and guest cards daily with the leasing staff.
• Approve all application paperwork prior to move in.
• Review and approve all forms of advertising media for accuracy and effectiveness.
• Monitor lease expirations and occupancy trends to prevent high vacancy levels.
• Develop the marketing plan and ensure that effective weekly/monthly marketing is performed.

Retention and Resident Relations:

• Ensure that residents are provided with a clean, safe, and well-maintained building and community.
• Communicate clearly and effectively with residents both verbally and in writing. Proof all resident notices and emails for proper grammar and spelling before delivering.
• Receive resident complaints in a calm and professional manner. Work to resolve complaints quickly and document pertinent information in the resident's file.
• Ensure that follow-up is made on all completed work request within 24 hours to ensure satisfaction.
• Survey residents in writing periodically to inquire about customer satisfaction.
• Always be available to speak with residents when needed and practice good resident relations.

Administrative Responsibilities:

• Maintain all manual and computer files in an immaculate, organized condition and consistent with the Company's policy. Keep all current, future, and past resident information confidential and never leave files unattended when not in a locked cabinet.
• Update computer database daily with current activity. Review availability reports, delinquency, and rent roll for accuracy.
• Complete accurate weekly and monthly reporting.
• Enter work request from residents in the computer database daily and delegate to the appropriate maintenance personnel. Update work request once completed and returned by the maintenance department.
• Maintain the key tracking system and review the activity report weekly. Activity reports should be kept in an organized file on-site for at least one year.
• Sign in and sign out packages that have been accepted for residents. Package logs should be kept in an organized file on-site for at least one year.
• Maintain a resident conversation log in each resident file and document important conversations as needed.
• Inspect move outs and determine applicable charges if any. Complete the necessary move out paperwork and forward a copy to the appropriate corporate personnel and mail a copy to the past resident within 72 hours of the move out date.
• Complete collection paperwork on unpaid balances older than 30 days and forward to the property's collection agency. Maintain a separate file for accounts in collections.
• Prepare and file resident notices.

Maintenance Responsibilities:

• Perform inspections of the Property in its entirety and record deficiencies. Schedule repairs as necessary.
• Ensure that the Property is free of hazardous conditions at all times.
• Ensure that maintenance request are handled in a timely manner and notify residents of any delays.
• Oversee the Property's preventive maintenance schedule and maintain documentation on the work performed.
• Make sure that all PPE is in good working condition and that maintenance personnel practices safe work habits.
• Conduct monthly safety meetings with the Maintenance Department to discuss topics related to safe work habits. Keep an attendance log on file.
• Approve the use of external contractors when needed.
• Complete reference checks and new vendor paperwork on all new vendors. Verify insurance coverage.
• Approve bids for work performed by an external contractor up to $250. Request approval from DPM for work exceeding $250.
• Notify DPM immediately of any major maintenance repairs or damages on the Property that could be considered a liability.
• Ensure that the entire staff is trained on the Mold O & M, Emergency Action Plan, and OSHA Compliance.

General Responsibilities:

• It is the employee's responsibility to continue to develop and refine their skills to improve performance in their position and to be eligible for promotion.
• Maintain a professional image and follow the Company's dress code. Represent the Company in a professional manner while on-site and off-site during business related functions.
• Accept tasks that may benefit the property and assist in the team meeting and exceeding goals.

Disclaimer: This job description is not designed to be a comprehensive list of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified, disabled individuals for performance of essential duties and responsibilities.

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