Property Advisory Group, Inc.

Job Description

 

Job Title: Property Manager

Department: Management

Reports To: Senior Property Manager

FLSA Status: Exempt/salaried

Prepared By: PAG Steering Committee

Prepared/Revised Date: 10/16/97

 

SUMMARY

Manages apartment community by performing the following duties personally or through subordinates.  The Property Manager is responsible for the physical and financial operation of the assigned property, in keeping with the site goals and in compliance with federal, state, and local regulations and PAG policies and procedures

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:  Other duties may be assigned.

 

Leasing

1.       Designs, writes, and places rental ads

2.       Receives inquiries (phone & walk-in)

3.       Conducts preliminary and secondary screenings of prospects and applicants

4.       Shows available units and sells the products and services of the property

5.       Investigates and documents competitive market rental ranges and services

6.       Trains staff in all aspects of property leasing

7.       Proposes creative marketing plans and incentives

8.       Refers prospects to other properties when site vacancies are unavailable

 

Financial

1.       Maintains accounts payable/receivable records

2.       Makes bank deposits

3.       Prepares budgets and budget variance reports

4.       Operates property with financial guidelines

5.       Prepares and approves delinquency reports

6.       Prepares and approves HUD vouchers (if applicable)

7.       Maintains petty cash fund

 

Administrative

1.      Prepares RIHMFC compliance reports (if applicable)

2.      Prepares DEA compliance reports (if applicable)

3.      Schedules appointments, gives information to callers, composes and types correspondence, reads and handles incoming mail, files

4.      Maintains property documents and records

5.      Responds to agency inspections (if applicable)

6.      Creates and maintains wait lists and traffic reports

7.      Maintains inventory of equipment and supplies

8.      Maintains property computer accounts and records

9.   Prepares vacancy, collection, turnover, and other statistical reports

10.   Maintains office appearance

11.           Participates in the processing of insurance claims

 

General Operations

1.      Responds to and documents resident grievances, incidents of injury, and requests for services

2.      Resolves tenant complaints concerning other tenants or visitors

3.      Facilitates resident meetings

4.      Schedules apartment turnover

5.      Conducts surveys

6.      Conducts weekly staff meetings

7.      Initiates legal action for lease noncompliance

8.      Inspects property & units

9.      Obtains needed contractor services with assistance from facilities director

10.   Schedules and conducts evacuation drills

11.   Assesses equipment and supply needs and requests necessary purchases

12.   Assesses resident need for RSC interventions (if applicable)

13.   Collects rents in accordance with terms of lease agreement

14.   Secures lease renewals

15.   Inspects work of contractors

16.   Prepares new resident move-in package

17.   Conducts new resident orientation and move-in

18.   During orientation, introduces resident to RSC for RSC program introduction

19.   Maintains positive resident relations

20.   Monitors service requests and preventive maintenance calendar

21.   Controls vacancy downtime

22.   Prepares energy conservation survey and maintains energy consumption data

23.   Ensures posting of all licenses and notices required by local, state and federal jurisdiction

24.   Assigns resident charges (as necessary)

25.   Monitors lease enforcement

26.   Knows all laws and ordinances pertaining to property operations and staff supervision

27.   Prepares resident newsletter

28.   Arranges for other services such as trash collection, extermination, or carpet cleaning

 

Supervision

1.      Participates in staff hiring, training, appraisal and supervision

2.      Ensures site personnel comply with PAG policies and procedures

3.      Ensures that site personnel maintain a professional appearance and attitude

4.      Reviews and submits time cards to payroll department

5.      Directs and coordinates activities of maintenance staff engaged in repairing plumbing or

electrical malfunctions, painting apartments or buildings, and performing landscaping or gardening work, or arranges for outside personnel to perform maintenance.

 

SUPERVISORY RESPONSIBILITIES Manages subordinate employees: Resident Service Coordinator and Maintenance Technician (s).  Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.

 

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

A.      EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); or twelve months related experience and/or training; or equivalent combination of education and experience.

 

B.      LANGUAGE SKILLS / English - Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to top management, public groups, and/or resident groups.

 

C.      MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

D.      REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

 

E.      CERTIFICATES, LICENSES, REGISTRATIONS Valid state drivers license and certificate of insurance is required

 

F.      CRIMINAL BACKGROUND Local, state and federal Background Criminal Investigations (BCI checks) must validate no history of criminal activity.

 

G.      ATTENDANCE The position requires the ability to work any of the seven days of the week, 52 weeks of the year. Individuals must be able to consistently work their scheduled hours and, if necessary, work overtime hours.

 

H.      PHYSICAL DEMANDS 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.

 

          While performing the duties of this job, the employee is frequently required to walk; sit; use hands to finger, handle, or feet; and talk or hear.  The employee is occasionally required to stand and reach with hands and arms.  Specific vision abilities required by this job include close vision.

 

I.      WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

 

         The noise level in the work environment is usually moderate.