Assistant Regional Portfolio Manager

Halverson & Blaiser Group • Bloomington, MN

1d • Onsite

About The Position

At Halverson and Blaiser Group, Ltd., we are dedicated to excellence in property management. With over 30 years of expertise in the Twin Cities market, we specialize in managing and developing residential and commercial properties. Our portfolio includes over 5,000 units of multi-family housing and more than 500,000 square feet of commercial space. Our mission is to manage real estate investments with expertise and dedication, helping clients achieve their goals while enhancing our communities. With deep roots in the Twin Cities, we deliver results through a service-oriented philosophy centered on people, accountability, and trust. The Assistant Regional Portfolio Manager is responsible for all aspects of the on-site daily operation of the community(ies) assigned to them for a specific period of time, usually caused by vacation coverage or position opening. The Assistant Regional Portfolio Manager is expected to present themselves at all times in a professional manner and demonstrate a strong commitment to company goals, values and the success of the property and company. The Assistant Regional Portfolio Manager will assist with training new Community Managers as part of the transition process of covering a community (ies). The Assistant Regional Portfolio Manager is responsible for all financial, human resources, safety, customer service, leasing, administrative and property management duties as listed below. Further, the Assistant Regional Portfolio Manager will conduct all business in accordance with HBG company policies and procedures including but not limited to: Fair Housing; Federal, State, and local laws; meeting reporting/operational deadlines; software usage and applications.

Requirements

• High school diploma or equivalent, additional education or professional designations preferred
• CPM Certification or 5+ years' experience in property management
• Working knowledge of Microsoft Word, Excel and Outlook (email and calendaring), basic math, and proficient use of Property Management software, Yardi preferred
• Available to work periodic evenings or weekends
• Reliable transportation to travel to and between buildings and attend business meetings and trainings
• Demonstrated organizational ability
• Correct business English, including spelling, grammar, and punctuation
• Stable disposition – able to handle stress and confrontation
• Strategic thinker - Uses common sense to generate practical solutions
• Mobility to move about around the assigned communities and stamina to sit for extended periods of time; exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull or move objects; vision to read printed materials and computer screens; and hearing and speech to communicate in person or over the telephone.

Nice To Haves

• additional education or professional designations preferred

Responsibilities

• Assist in the development and preparation of the annual property operating budget (as needed)
• Operate the property at all times within the approved budget guidelines
• Seek approval for any budget variances prior to incurring the variance, whether in Revenue or Expenses
• Coordinate ledger and accounting adjustments reported by site staff
• Review monthly operating statement and report variances, draft cover letters if requested
• Maximize Revenue by maintaining high occupancy, reducing vacancy loss, collecting, and depositing rent promptly, preparing and sending lease renewal letters to residents, sending late payment letters promptly and following up with any necessary evictions in the month of the delinquency
• Control Expenses in line with the budget; solicit competitive bids from contractors to ensure prices charged are competitive; approve and submit all vendor invoices promptly; review general ledgers; oversee all property expenditures; use only HBG approved and authorized vendors
• Coordinate eviction file preparation for portfolio Attorney
• Prepare monthly MOR reports for the Regional Portfolio Manager and Owner Asset Manager to review
• Assist the Regional Property Manager in managing the activities of the staff and contract employees
• Assist with employee recruitment/hiring, training, continuing education, and motivation
• Perform periodic employee performance evaluations per company policy
• Communicate daily with direct reports and clearly define job expectations
• Provide comprehensive feedback to non-performing employees. Facilitate disciplinary procedures and documentations up to and including terminations of employment, if necessary
• Lead by professional example and maintain professional relationships with all employees both direct reports, co-workers, and supervisors as well as owners and vendors; maintain a harassment fee work environment
• Approve and submit time records promptly
• Ensure observance of safety in the workplace (and OSHA) regulations
• Report potential workers' compensation claims within 24 hours of notification of the incident
• Maintain a positive customer service attitude with everyone at the property
• Reply to all non-emergency resident inquiries within 24 hours or by the next business day
• Respond to emergencies immediately
• Maintain a log of all resident inquiries/complaints; enter work orders in Yardi when they are received; schedule work order completion promptly
• Enforce the lease professionally and promptly and follow up with written correspondence
• Meet with residents at lease renewal, discuss any concerns, inspect apartment for necessary lease renewal work orders
• Meet with new resident to sign lease, review policy and procedures, explain move in procedures and walk the apartment (collect move-in inspection)
• Always uphold confidentiality of resident information (verbal and written)
• Contact vacating residents to learn reason for move-out and ensure smooth move out process
• Submit move-out report to corporate office within 3 (three) days of tenant vacancy; charge fairly for damages to apartment
• Honor posted office hours and notify residents ahead of time if hours change; provide adequate notice to residents of any utility shut offs or maintenance in common areas that may affect them
• Ensure grounds are monitored daily and property signs are clear and visible
• All vacant apartments are in market show condition within 3 (three) days of vacancies and checked routinely to ensure market ready condition is maintained
• Assist with advertising and marketing, including web site postings, as directed by Regional Manager
• Stay familiar with market competition and rental rates – update market comps quarterly, more frequently if facing high vacancies
• Field inquiry calls and show apartments (or supervise Leasing Agent or Assistant Manager) to prospective residents
• Approve all applicant files prior to move in and complete all new move in paperwork; schedule appointment to meet with new resident to sign paperwork; ensure compliance with all screening criteria
• Scan all new move in paperwork within 24 hours of move in; update Yardi with new tenant data
• Maintain neat, clean office at all times
• Physically walk exterior/interior sections of the property daily to ensure excellent curb appeal and watch for any potentially hazardous conditions. Periodically visit the property after dark to check exterior lighting. Check vacant apartments daily. Correct any hazardous areas daily or report to Regional Manager for follow up action.
• Review outstanding work orders with maintenance technician daily; close out completed work order in Yardi; follow up with residents to verify completion of work order
• Ensure preventative maintenance schedules are completed
• Complete quarterly apartment Smoke Detector/Plumbing inspections; check for housekeeping, and other maintenance items
• Oversee reading of water meters weekly
• Report any property or liability claims within 24 hours; take pictures of areas involved in claim
• Monitor key control procedure
• Assist in obtaining specifications and bids for contract services and Capital Improvements up to $3,500
• Maintain good vendor relations; supervise and inspect all vendor/contractor work
• Submit all required reports according to company schedule, including but not limited to weekly marketing reports, monthly financial variance reports, quarterly apartment inspection reports, follow up to official inspections (City, insurance company, REAC, etc.)
• Coordinate tenant damage insurance claims with claims adjusters
• Attend company sponsored meetings, including quarterly portfolio meetings or weekly marketing meetings
• Stay abreast of industry trends, legislation and best practices of property management
• Maintain all office files in neat and orderly fashion
• Pursue continuing education
• Participate in company sponsored events and initiatives
• Other duties as required by business needs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED