Property Manager - Chapman Management Group

OVERVIEW: 

This is not a remote position. The Property Manager is accountable for all community operations and includes assisting the Senior Property Manager at other sites. The purpose of the Property Manager is to effectively manage and coordinate persons, activities, and available resources to accomplish community objectives as set forth by the Supervisor and Property Owner. These objectives will include maximizing occupancy levels and community values.

Personnel:
The Property Manager is responsible for providing leadership and direction to Associates at assigned properties. This includes mentoring of Associates and ensuring staff support of the corporate mission and understanding roles in achieving established goals. The Property Manager advocates on behalf of Associates to enhance individual performance, as well as provide excellent customer service to residents.
 

• Assumes primary responsibility for preliminary interviewing, making recommendation 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 makes recommendations for salary increases, Counsels underperforming associates and provides 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.
• Ensures 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.

Communication:
The Property Manager must be an effective communicator with the client, supervisor, associates, co-workers, residents, vendors, and all others encountering.
 

• Must respond to client, supervisor and resident within same business day, but no longer than 24 hours.
• Be able to write and/or discuss comprehensive responses via email or letter.

Property Administration:
Administratively, the primary objection for the Property Manager is to establish on-site procedures to create a smooth and effective workflow to meet all requirements or deadlines.
 

• Collection of 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.
• Oversees property’s answering service, ensuring superlative customer service, up-to-date calling sequences, and accurate contact information.
• Notifies residents of all issues affecting their tenancy.
• Files court documents for eviction and attends scheduled court hearings as Landlord’s representative.
• Oversees security deposit administration including inspecting units to determine resident’s balance or refund, preparing disposition letters, and processing security deposit returns.
• Ensures property’s filing system is maintained and includes resident, applicant, accounting, and vendor and contract files.
• Confirms all leases and corresponding paperwork are completed and input into Entrata accurately and on a timely basis.
• Develops and utilizes sound rent collection procedures, including following up with delinquent accounts.
• Deposits rent daily and completes all related documentation.
• Monitors landlord-tenant relations and mediates disputes when necessary.
• Establishes and maintains regular daily office hours.

Compliance:
Affordable Housing compliance is constantly changing/being updated and to ensure above average results in any file or management review, the Property Manager must be current in all regulations, know where to access information and ensure all aspects of compliance are accurate for the property.
 

• 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.

Leasing & Marketing:
Maintaining the highest possible occupancy levels is possible through effective leasing, marketing, and resident retention. The Property Manager must actively monitor all leasing and marketing and be prepared to make recommendations.
 

• 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;
• Executes marketing and advertising campaigns for apartment leasing and coordinating leasing events such as open houses, realtor tours, and resident promotional activities;
• Leads tours of property, showing vacant units and marketing property amenities as needed;
• Screens, reviews, and approves all applications;
• Leads lease orientations and signings, and submits relevant documentation;
• Represent the company in a professional manner at all the times.

Resident Retention:

• 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;
• Collaborates with Resident Service Coordinators and Support Services to provide residents referrals to appropriate agencies;
• Assists with the development and implementation of resident services programming;
• Assist in the preparation of the property newsletter.

Maintenance Operations/Physical Plant:
It is the responsibility of the Property Manager to ensure all preventative, routine and capital maintenance is carried out in accordance with the property budget and goals.
 

• 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;
• At a minimum of once per week, conduct property inspections 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;
• Utilizes Entrata to enter in and track work orders, and regularly reviews maintenance reports.

Safety:
The safety of our residents and associates should be made a primary concern and all liability issues should be mitigated promptly.

• 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;
• Reports all liability and community incidents to insurance carrier and Supervisor immediately. Ensures all workers’ compensation claims are reported to Human Resources immediately and proper paperwork is completed;
• Property manager will complete any pertinent safety checklists with maintenance staff.

Financial & Budgetary:
Annually, the budget is prepared and submitted to the owner for approval. It is within these approved guidelines that we operate. All budgetary goals shall be met annually.
 

• Preparation of the annual operating budget;
• On a monthly basis, review and report to supervisor all variances against budget;
• Purchases all goods and services in accordance with, and in, budgetary limits;
• Approval limit for the Property Manager is $1000;
• 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;
• Maintains 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.

Essential Job Functions:

• 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.
• Must possess a positive attitude and the ability to smile under all circumstances.
• Achieve Fair Housing certification on an annual basis.
• Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as Entrata;
• 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.

Core Values:
To achieve success Associates must embrace certain core principles and values:

• Honesty§ Integrity
•  Competence
• Tenacity & Enthusiasm
• Creativity
• Professionalism
• Drive

Requirements

• High School Diploma or equivalent;
• Bachelors degree preferred;
• 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) preferred;
• 2 or more years experience in multi-family property management, including direct supervision of others;
• Proven Marketing and Leasing experience
• Experience with affordable housing preferred;
• Proficiency in Microsoft Office, including Word, Excel, and Outlook;
• Proficiency in Entrata preferred;
• Excellent customer service skills;
• Ability to perform in a busy, changing, multi-tasking work environment;
• Requires ability to physically inspect property (or properties) and individual units;
• Requires ability to read, write speak, and comprehend the English language;
• Requires a valid driver’s license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.).

Additional Requirements:

• Attendance is an imperative job function;
• Bi-lingual English and Spanish is a plus.
• Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.