On-Site Property Manager

Job DescriptionJob Description

POSITION:                                                                                                                                                                                                           On-Site Property Manager  

POSITION SUMMARY:                                                                                                                                                                                   The On-Site Property Manager reports to the Regional Property Manager and is responsible for providing first rate service to all residents by diligently responding to the needs of the residents while managing the day-to-day operations of the property-including collecting rent, assuring leases are signed, resolving disputes, monitoring agreements and reporting financials.  The On-Site Property Manager ensures that the property is good working order and assists ownership in the preservation of and/or increase in the value of the real estate investment.

                                                                                               

EXPECTATION FOR ALL EMPLOYEES:                                                                                                                                                       Supports the organization's mission and values by exhibiting the following behaviors: excellence

and competence, collaboration, innovation, commitment, accountability, and ownership.                                                                                                                                                                                             

To thrive in this role, you should have a passion to learn and grow and be able to work well and inspire other team members.                                                                                                                               

ESSENTIAL DUTIES & RESPONSIBILITIES:                                                                                                                               

Tenant Relations

●        Process/screen/review new applications and communicate with residents, future residents and leasing team through appropriate communication methods.

●        Generate new lease and lease renewals.

●        Inspect future move-ins units; ensuring they are prepared including keys, move-in paperwork and/or move-in gifts.

●        Coordinate move-ins with future residents ensuring keys are picked up; process move-in accordingly in Yardi/RentCafé CRM.

●        Enforce terms of rental agreements and if necessary, oversee eviction proceedings.

●        Communicates with residents regarding renewals, complaints, move outs, and collections.

●        Process tenant changes, buy-outs, etc. in Yardi/Livly CRM.

●        Send applicable communication to residents and update Livly accordingly.

●        Resident event planning, newsletters and community notifications.

●        Provides timely, attentive, upbeat service to residents, making sure their needs are met or explained in a manner that reflects positively on the company or business.

Facilities Management

●        Close out all Work Orders requests on a monthly basis and in a timely basis.

●        Regularly inspect property and units to ensure it is in good working order, meeting the building ordinance/municipal requirements.

●        Work with appropriate staff to follow-up on maintenance issues; communicate work orders for tenants, providing insight, and responding quickly to resolve the issue.

●        Work with maintenance supervisor/chief engineer on collection of vendor updates and new bids from contractors.

●        Regularly meet with the Chief Engineer or Maintenance, as applicable to review immediate and

 

future needs of the buildings and the residents. 

●        Coordinate with to assess problems and make needed repairs.

●        Assist in coordination and follow-up of maintenance special projects assigned by Regional Property Manager or ownership.

 

Financial Reporting 

●        Review any variance between the commercial and residential rent roll billings prior to posting of charges for the subsequent month and timely make all necessary adjustments for the following: Increased Rent, Move-In’s/Out’s, Deposit Accounting and Accounts Receivable.

●        Review the expiring lease report to flag any inconsistencies between the rent roll and future rent and make all necessary adjustments prior to posting.

●        Review and approve all miscellaneous charges on a monthly basis.

●        Perform lease audits where necessary when lease charges and postings do not reconcile. Determine the cause and make any necessary adjustments.

●        Perform all deposit accounting for all Move-Out’s including the creation of any necessary charges on the ledger within ten (10) days from lese expiration.

●        Approve and resolve all invoices through the AP Workflow at least twice a week.

●        Review all tenant ledgers for open items and credits on each resident’s accounts s and ensure accuracy. Research all discrepancies and report the same to both the Regional Manager and Portfolio Accountant of any further action required of collections including: posting 5-day notices, litigation, collections and/or writing off account balances.

●        Coordinate with the outsourced accounting group to ensure timely follow up, communications and notices on all resident/tenant delinquencies.

●        Review the monthly financial statements, prepare the executive summary as well as the variance analysis and explanations for each property assigned by no later than the fifteenth (15th) day of each month (or sooner if applicable).

●        Prepare/Aggregate the monthly financial reporting package and distribute to ownership by no later than the twentieth (20th) day of each month (or sooner if applicable).

●        Ensure proper billing and collection of rent from the residents. Collaborate with accounting to resolve all tenant ledger and billing issues.

●        Timely close out of all expenses and intercompany reimbursements through Expensify.

 

Property Budgets

●        Coordinate support file, accounting information and property information with team members.

●        Prepare draft of property budgets and forward to the Regional Property Manager for approval on a timely basis and in accordance with the established annual budget timeline.

●        Secure approval of Budget from the V.P of Property Management.

●        Assemble and distribute budget package to ownership for approval.

●        Review and approve property budget upload in Yardi for accuracy.

Owner Relations

●        Facilitate the property status calls and/or meetings with ownership.

●        Works with all upper management to discuss portfolio and gain insights for performance.

●        Establish and maintain open dialogue with Regional Property Manager on vacancies, tenants, physical condition of property, ownership requests and financial issues.

 

●        Ensures compliance and organization of owner(s) and management agreement with utility companies.

●        Proactively communicate/resolve any operational/physical property issues to ownership on a timely basis.

General

●        Monitor and collaborate with our leasing and marketing team on all strategies which affect performance and occupancy for the real estate portfolio.

●        Ensure compliance with Peak Properties company policy, as well as federal and local regulations.

●        Attend Peak meetings and/or connect with other Peak employees to share best practices.

●        Additional duties as assigned by Management.

●        Ability to take on special projects while continuing to perform management responsibilities.

●        Maintain scheduled office hours (including weekends where necessary and required), condition of office and that all responsibilities are handled professionally.

●        Be available/accessible for “on-call” and emergencies when necessary

●        Demonstrate leadership in attitude, communication skills, and appearance.

●        Support the growth and development of team members, helping colleagues meet their professional goals.

●        Utilize your entrepreneurial skills to network and build strong relationships, both internally and externally, with clients and the community.

●        Assist in ad-hoc projects and activities where necessary and/or appropriate to foster growth and best practices of the business.

●        Approve timecards for the non-exempt property employees.

●        Process and approve payroll timely.

 

Physical Requirements

●        Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

●        Requires the ability to move within different areas of the property, stand, sit, walk up/downstairs for periods of time. 

●        Must have a vehicle and a valid drivers license.

TRAINING REQUIREMENTS:                                                                                                                                                                         Ongoing professional development.                                                       

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS:                                                                                          

●        5+ years of real estate property management experience.

●        Bachelor’s Degree preferred.

●        Experienced with Yardi software.

●        Knowledge of financial reporting.

●        Basic knowledge of building maintenance preferred.

●        Leasing license or obtain one within 90 days of employment.

●        Knowledge and strong interest in real estate and property management.

●        Ability to take initiative and work independently.

●        Positive attitude, highly organized, detail oriented with the ability to demonstrate sound judgement.

●        Aptitude to be detail-oriented, yet flexible, in a dynamic environment with a focus on meeting deadlines.

●        Possess excellent collaborative skills to work in partnership with colleagues and across various departments.

●        Strong work ethic with the highest degree of honesty, integrity, and discretion.

●        Ability to multitask, prioritize and manage time effectively.

●        Excellent problem solver; demonstrates ability to use creative alternatives.

●        Works effectively with co-workers, residents, clients, customers, vendors and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.

●        Ability to ask for help when needed.

●        Familiar with applicable local, state, and federal laws and regulations.

●        Ability to handle large volume of emails and phone calls.

●        Ability to communicate information succinctly and anticipate and resolve issues/problems on a proactive basis.

●        Computer proficiency in Microsoft Office (Excel, Word, Outlook).

●        Protect the confidential nature of the work as appropriate.

                                                                                                                                                               

Company DescriptionPeak Properties cares about their employees and the work that they do. Our company values work-life balance, teamwork and dedicates ourselves to working hard.Company DescriptionPeak Properties cares about their employees and the work that they do. Our company values work-life balance, teamwork and dedicates ourselves to working hard.

---