Property Manager

Function:

Day-to-day, on-site management and resident relations tasks

Duties & Responsibilities:

Initial marketing and leasing of and on-going management of the development.  These responsibilities will be performed in a manner consistent with the policies of MetroPlains under the supervision of the Area Manager.  The Property Manager will be an employee of MetroPlains.

General Responsibilities

·         Take applications and maintain up-to-date waiting lists for the various unit sizes.

-         Screen and select applicants for units on turnover.  In co-op developments, coordinate with membership committees.

·         Keep priority lists for transfers within the development where applicable.

·         Obtain a signed notice from the vacating resident and work with the resident to accomplish smooth move-out.

·         Make the move-out inspection and provide the Area Manager with the necessary information for processing the subscription or security deposit refund.

·         Coordinate the preparation of the unit for re-renting, ensure that the unit is kept secure during vacancy, and minimize utility consumption.

·         Re-rent the unit as quickly as possible to minimize rental losses due to vacancies.  If possible, rent units on the first day of the month immediately following turnover. Clean unit prior to new move-in. Painting can be done with new resident in occupancy if unavoidable.

·         Make maintenance staff aware of repairs required.  Notify Area Manager of major repairs needed.

·         Communicate information regarding vacancies to the appropriate MetroPlains employee on a weekly basis.

·         Process leasing and/or co-op membership paperwork for the new resident and set up resident files.

·         Work with the new resident to accomplish smooth move-in and orient the new member to the unit and to the policies of the development.

·         Certify new residents for income eligibility.

·         Recertify current residents annually:

·         Send out recertification notices and schedule interviews in the prescribed time frame, collect verification forms and prepare required paperwork, schedule second interview, calculate and process all necessary documentation for certification of eligibility.

·         Develop a maintenance program with maintenance staff and Area Manager with special emphasis on preventive maintenance.

·         Maintain logs on unit maintenance, mechanical system operation and maintenance, and preventive maintenance.

·         Assure that grounds are maintained, buildings are cleaned and snow is removed.

·         Make required inspections:

·         Complete inspection forms.

·         Coordinate obtaining signatures.

·         Coordinate needed maintenance.

·         Bill maintenance charges.

·         Make daily inspections:

·         Inspect grounds, building exteriors, and common areas on a regular basis and make sure maintenance is done, especially curb appeal items such as picking up trash, etc.

·         Schedule the maintenance work with maintenance supervisor and the maintenance person.

·         Take maintenance requests and schedule work, and spot check to assure completion of all work both in-house and contracted.

·         Handle routine purchasing:

·         Ensure that adequate inventory of supplies is maintained; janitorial, grounds, maintenance, painting (in coordination with maintenance staff and within budgets).

·         Purchase needed supplies and contract for services.

·         Coordinate and supervise contractors and service people while they are on site.

·         Make recommendations to the Property Manager on needed improvements and on major purchases and contracts.

·         Work to develop and maintain good relations between residents and management.

·         Receive and record resident requests and complaints:

·         Handle routine requests and complaints.

·         Discuss major requests with Area Manager.

·         Respond to emergency calls.

·         Convey information to supervisor regarding any insurance claims within 24 hours of the incident.

·         Work with Area Manager in hiring site staff.

·         Participate in performance reviews and development plans for site staff and maintenance staff.

·         Recommend disciplinary action to Area Manager.

Collect move-in rents and security deposit and report to accountants:

·         Receive and deposit payments where applicable.

·         Prepare and submit payment reports.

·         Initiate late notices and attempt contact with unpaid residents.

·         Report to Area Manager on the status of unpaid rents.

·         Submit maintenance and other charges to accountants:

·         Receive and deposit payments where applicable.

·         Follow up with residents as needed (send correspondence with the charges noted.)  Copy to accounting.

·         Approve bills, as required.  Submit to property manager for final payment approvals.

·         Keep time sheets for maintenance staff to submit to main office by cut off dates.

·         Keep office in good order, and maintain inventory of office supplies within budget constraints.

·         Prepare and maintain resident and development records.

·         Assist with the development and implementation of management and cooperative policies, as requested and as appropriate.

·         Resolve general issues and problems in consultation with the Area Manager.

·         Draft and/or deliver notices to residents as needed.

·         Maintain direct contact with cooperative boards of directors.

·         Perform other duties in the areas of management and resident relations as required.

·         Property Manager is responsible for being "on call" for one week at a time, as assigned. 

The schedule is divided among Area Managers with a maintenance staff person also available for "on call" emergency work.

ASSIGNMENT AND PERFORMANCE OF WORK

Instructions and assignments are received verbally and in writing from the Area Manager.  Property Manager is expected to organize and prioritize the tasks necessary to fulfill the duties and responsibilities on a day-to-day basis, and to complete the required tasks without regular, specific instructions.  Property Manager is, however, expected to consult with the Area Manager on an on-going basis, and to keep the Area Manager fully informed.  Property Manager will follow established procedures.  Property Manager will conduct himself/herself with the utmost professionalism at all times so as to create the best possible image for MetroPLains and for the development.

GENERAL RESPONSIBILITIES AND DECISION-MAKING AUTHORITY

Property Manager is responsible for making the decisions necessary to schedule, coordinate and accomplish the duties and responsibilities in a manner consistent with the policies and procedures of MetroPlains and the development, with legal and contractual requirements, and with sound business practices.

Property Manager must consult with the Area Manager before making a discretionary purchase of more than $300.

The Property Manager is one of the lead members (with the Area Manager) for day-to-day team (management, leasing, maintenance, accounting, grounds, cleaning, etc.) supervision and leadership.

Employee shall become familiar with and follow all applicable federal, state and local fair housing laws and shall refrain from discriminating against any applicant, resident, vendor, contractor, other staff member or other person on the basis of race, color, national origin, creed, religion, sex, age, marital status, familial status, disability, status with regards to public assistance, ancestry, or sexual orientation. 

WORK RELATIONS

Property Manager reports to the Area Manager.  Property Manager coordinates work with the maintenance staff and works closely with other maintenance personnel and contractors of MetroPlains.  Property Manager has regular contact with the Area Manager, the residents, and service workers.  Property Manager has contact with the staff in the main office of MetroPlains, with the staff of other developments, and other persons as needed to operate the development.

GENERAL JOB REQUIREMENTS

·         Demonstrated ability to handle management and administrative duties and to work effectively with residents.

·         Demonstrated ability to write correspondence to residents and vendors and perform math functions related to income certifications and resident correspondence.

·         Demonstrated ability to work independently, to organize work, to establish priorities, to follow defined procedures, and to follow through in the completion of tasks to meet established deadlines.

·         Demonstrated ability to interact effectively and in a business like manner with other staff, residents, service workers, and others.

·         Demonstrated ability to deal with stressful situations in a calm, organized and effective manner.

·         Ownership of a car, or regular access to one, and ability to drive on company business.  Must have a safe driving record.

·         Prior apartment management is desired and preferred; comparable experience may be substituted at the discretion of employer.

·         If applicable, have and maintain a real estate license to maintain the ability to manage the commercial portions of the building.

HOURS

Given the nature of the duties and responsibilities, the hours of the Property Manager may be irregular, and the Property Manager may be required to work after regular business hours and on weekends.  The Property Manager is hired to perform the duties and responsibilities at the following developments:

As assigned.

ACKNOWLEDGEMENT

The undersigned have reviewed and agree with the above described job description. They further agree that this is a general job description of the position not a contract for employment.