Floating Property Manager

5812 Investment Group•Whitehall, OH

About The Position

FUNCTION: Function as a support team member to the PM/APM and/or cover absences for PM/APM. This position will float amongst every property within the region. Responsible for the overall operations and success of the region and achieving property financial and operational objectives as defined by the property REPORTS TO: Regional Manager and/or Regional Vice President WORK HOURS : This is a salaried exempt position that may require more than 40 hours per week, including the possibility of evening and weekend time RESPONSIBILITES: Employee is expected to conduct all business in accordance with Company policies and procedures, all published handbooks, Fair Housing laws (both Federal and local), the Americans with Disabilities Act, the Fair Credit Reporting Act, the National Labor Relations Act, and all other laws pertaining to the multi-family industry. Specific responsibilities and duties include, but are not limited to: Manage and oversee the property administrative operations (A/P, evictions, collections, billing, data management and month-end close out procedures). Manage an area of assigned apartment/townhome units to ensure property is well-maintained and resident satisfaction and lease compliance is being achieved. Fully informed of current rental rates, sizes, locations and all amenities of property. Utilize guest cards, develop full knowledge of application and screening process, lease preparation, follow-up process, touring, mini-model preparation, filing systems, WASR updates, on-line advertising, outreach/marketing, and closing techniques to achieve community sales/leasing goals in accordance with the leasing training manual provided. Generate traffic through off-site outreach marketing activities at least once per week and post online advertisements daily on approved sites. Assist in obtaining current market information and preparing market analyses. Receive resident service requests and properly record and follow-up as per company policy. Responsible for ensuring the model apartments and target apartments are ready for show; responsible for maintaining work areas and office in clean and orderly manner; necessary to be aware of the properties curb appeal. Complete daily property marketing assignments and day-to-day operation tasks (e.g., balloons, sparkling models, check messages, etc.) in a timely and efficient manner. Complete all paperwork/forms in a timely and correct manner. Maintain confidentiality of resident information. Assist new residents with move-in, including preparation of lease paperwork, review and explain contents (e.g., lease, community policies, etc.), walk unit with resident to complete move-in inventory form and ensure satisfaction with condition of new home. Prior to move-in, required to inspect unit and test keys to ensure readiness. Perform administrative duties, such as filing, answering phones, rent collection, creating marketing strategies and others as assigned. Responsible for proper maintenance of resident and property files. Ensure resident records are accurate and all rents, deposits, and application fees received are updated on a daily basis as required by company policy. Issue appropriate notices when necessary (e.g., late notices, evictions notices, returned check notices) Oversee all recordkeeping and reporting responsibility on a daily, weekly, and monthly basis. Minimize delinquency losses by ensuring all collection procedures (e.g., late notices, court filings, eviction proceedings, judgments, writs and liens, and collection agency transfers) are completed. Ensure utility cut-offs (if applicable) and landlord liens as permitted by local law on delinquent rents are completed. Complete weekly review of all delinquent accounts and provide recap of this review to RVP, PM and APM, if applicable. Monitor performance of vendor and vendor relations, including selection, contract/service compliance, work scheduling, billing timeliness, accuracy and insurance compliance. Process invoices and utility bills for payment and monitor expenses. Manage inventory for office supplies. Willing and able to appear in court for legal proceedings when necessary. Staff Management Supervise, train, develop and mentor staff. Create, monitor and review Leasing Consultant schedules and calendars. Review Leasing Consultant schedules, WASR, service request logs and other activity tracking tools to ensure high staff productivity. Plan, assign, and direct work for employees. Interview and select prospective employees. Complete payroll and employee evaluations. Administrative/Office Investigate and resolve complaints from residents. Approve or deny applicants, enforce the terms of all rental agreements and lease contracts. Oversee and ensure Monday Morning Report and other administrative reports are completed and accurate. Ensure applications and lease renewals are processed according to company policies. Conduct weekly or bi-weekly application and/or lease file audit and recap finding to Regional Manager and/or Regional Vice President. Assist new residents during the move-in process when necessary. Work with the maintenance/service team to handle service requests, apartment turnovers, including make-ready board updates, and ensure apartments are prepared for move-ins and apartments are reconditioned in a timely manner after move-outs. Customer Service Maintain positive customer service attitude. Periodically inspect units with residents, prospects and/or staff members during move-in/move-out and/or visit/application process. Review notices to vacate to determine cause of move-out. Maintain high level of resident communication (e.g., complaints, service requests, etc.) Ensure customer service standards are being met to ensure maximum customer satisfaction and retention. Review market surveys and shop competition and be aware of local market conditions Perform any additional duties assigned by the Regional Manager and/or Regional Vice President.

Requirements

Minimum 2 years of previous experience in multi-family property management with supervision experience is preferred.
Strong initiative and solid leadership potential.
Undertakes self-development activities.
Seeks increased responsibility.
Take independent actions and calculated risks.
Asks for and offers help when needed.
Competent Crisis Management skills Ability to think on ones feet by making wise and rapid decisions independently in response to a crisis situation, especially from the moment it first occurs to the point recovery procedures start.
While operating in a tense or emotionally charged environment, calmly initiates appropriate actions (even beyond guidelines) that mitigate the safety, financial and reputational impact of the crisis.
Must be project oriented with the ability to handle multiple tasks and meet deadlines.
Good customer service skills.
Manage difficult or emotional customer situations.
Respond promptly to customer needs.
Solicit customer feedback to improve service.
Respond to requests for service and assistance.
Meet commitments.
Strong communication (oral and written), critical thinking and analytical ability required.
Oral Speaks English clearly and persuasively in positive or negative situations. Listens and asks for clarification. Responds well to questions. Participates in meetings.
Written Writes English clearly and informatively. Edits work for spelling and grammar. Presents numerical data effectively. Able to read and interpret written information.
Good planning/organizational skills.
Ability to prioritize and plan work activities.
Use time efficiently.
Plan for additional resources.
Set goals and objectives.
Develop realistic action plans.
Good interpersonal skills.
Ability to focus on solving conflict, not blaming.
Maintain confidentiality.
Listen to others without interrupting.
Keep emotions under control.
Remain open to others ideas.
Willing to try new things.
Excellent teamwork skills.
Ability to balance team and individual responsibilities.
Exhibit objectivity and openness to others views.
Give and welcome feedback.
Contribute to building a positive team spirit.
Put success of team above own interests.
Able to build morale and group commitments to goals and objectives.
Supports everyones efforts to succeed.
Excellent attendance/punctuality.
Must be consistently at work and on time.
Ensure work responsibilities are covered when absent.
Arrive at meetings and appointments on time.
Excellent dependability.
Must be able to follow instructions and respond to management direction.
Able to take responsibility for own actions.
Keep commitments.
Complete tasks on time or notify appropriate person with an alternate plan.
Commitment to diversity.
Demonstrate knowledge of EEO policy.
Show respect and sensitivity for cultural differences.
Promote a harassment-free environment.
Strong administrative skills, including proficiency with Microsoft Office products and keyboarding skills.
Must have reliable transportation as necessary to safely and effectively carry out the responsibilities listed above.
Ability to pass background and drug screenings.

Nice To Haves

Previous experience with OneSite preferred.

Responsibilities

Manage and oversee the property administrative operations (A/P, evictions, collections, billing, data management and month-end close out procedures).
Manage an area of assigned apartment/townhome units to ensure property is well-maintained and resident satisfaction and lease compliance is being achieved.
Fully informed of current rental rates, sizes, locations and all amenities of property.
Utilize guest cards, develop full knowledge of application and screening process, lease preparation, follow-up process, touring, mini-model preparation, filing systems, WASR updates, on-line advertising, outreach/marketing, and closing techniques to achieve community sales/leasing goals in accordance with the leasing training manual provided.
Generate traffic through off-site outreach marketing activities at least once per week and post online advertisements daily on approved sites.
Assist in obtaining current market information and preparing market analyses.
Receive resident service requests and properly record and follow-up as per company policy.
Responsible for ensuring the model apartments and target apartments are ready for show; responsible for maintaining work areas and office in clean and orderly manner; necessary to be aware of the properties curb appeal.
Complete daily property marketing assignments and day-to-day operation tasks (e.g., balloons, sparkling models, check messages, etc.) in a timely and efficient manner.
Complete all paperwork/forms in a timely and correct manner.
Maintain confidentiality of resident information.
Assist new residents with move-in, including preparation of lease paperwork, review and explain contents (e.g., lease, community policies, etc.), walk unit with resident to complete move-in inventory form and ensure satisfaction with condition of new home.
Prior to move-in, required to inspect unit and test keys to ensure readiness.
Perform administrative duties, such as filing, answering phones, rent collection, creating marketing strategies and others as assigned.
Responsible for proper maintenance of resident and property files.
Ensure resident records are accurate and all rents, deposits, and application fees received are updated on a daily basis as required by company policy.
Issue appropriate notices when necessary (e.g., late notices, evictions notices, returned check notices)
Oversee all recordkeeping and reporting responsibility on a daily, weekly, and monthly basis.
Minimize delinquency losses by ensuring all collection procedures (e.g., late notices, court filings, eviction proceedings, judgments, writs and liens, and collection agency transfers) are completed.
Ensure utility cut-offs (if applicable) and landlord liens as permitted by local law on delinquent rents are completed.
Complete weekly review of all delinquent accounts and provide recap of this review to RVP, PM and APM, if applicable.
Monitor performance of vendor and vendor relations, including selection, contract/service compliance, work scheduling, billing timeliness, accuracy and insurance compliance.
Process invoices and utility bills for payment and monitor expenses.
Manage inventory for office supplies.
Willing and able to appear in court for legal proceedings when necessary.
Staff Management Supervise, train, develop and mentor staff.
Create, monitor and review Leasing Consultant schedules and calendars.
Review Leasing Consultant schedules, WASR, service request logs and other activity tracking tools to ensure high staff productivity.
Plan, assign, and direct work for employees.
Interview and select prospective employees.
Complete payroll and employee evaluations.
Administrative/Office Investigate and resolve complaints from residents.
Approve or deny applicants, enforce the terms of all rental agreements and lease contracts.
Oversee and ensure Monday Morning Report and other administrative reports are completed and accurate.
Ensure applications and lease renewals are processed according to company policies.
Conduct weekly or bi-weekly application and/or lease file audit and recap finding to Regional Manager and/or Regional Vice President.
Assist new residents during the move-in process when necessary.
Work with the maintenance/service team to handle service requests, apartment turnovers, including make-ready board updates, and ensure apartments are prepared for move-ins and apartments are reconditioned in a timely manner after move-outs.
Customer Service Maintain positive customer service attitude.
Periodically inspect units with residents, prospects and/or staff members during move-in/move-out and/or visit/application process.
Review notices to vacate to determine cause of move-out.
Maintain high level of resident communication (e.g., complaints, service requests, etc.)
Ensure customer service standards are being met to ensure maximum customer satisfaction and retention.
Review market surveys and shop competition and be aware of local market conditions
Perform any additional duties assigned by the Regional Manager and/or Regional Vice President.