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Director of Property Management

4 months ago

Erie, United States Altair Real Estate Services Full time

I. OBJECTIVE

The Director of Property Management is a Senior Leadership position that:

1. Provides oversight, direction, and management of Commercial and Residential Property Managers, Property Manager Assistants, Leasing and Community Managers, and Leasing Agents.

2. Oversees staffing and workflow.[SE1]

3. Responsible for department goal setting, implementation, and Key Performance Indicators (KPI's)

4. Serves as the client facing side of the Property Management Team and the liaison between Altair, Clients, and Vendors.

5. Further enhance the Property Management Department through tenant relationship management, leasing/renewals, marketing, and maintaining positive relationships with staff, vendors and tenants across our commercial property portfolio.

II. RESPONSIBILITIES

The essential functions of the job include but are not limited to the following:

1.

Staff Related Tasks

a. Recruit and interview for all positions in the Property Management Department, conduct employee onboarding, and administer training schedules.

b. Licensing-

a. Purchase Real Estate Classes for new hires, and ensure courses are completed within required 90-day timeframe.

b. Assist new hires in applying for RE license (PA and NY).

c. Ensure office/employee licenses are current, continuing education classes are being completed, and GEBOR/MLS dues are paid.

d. Meet with the Real Estate Inspector annually for all site offices and Altair's main office.

c. Schedule and conduct weekly call with Property Managers, and schedule/conduct monthly calls with entire PM Team, and monthly one on one performance meetings with individual team members.

d. Create onsite schedule for all Leasing Agents and PMs.

e. Make monthly visits to properties to evaluate conditions and identify potential issues. When preparing or reviewing progress of larger projects, a member of the Operations Team should be present. Exact timing to be coordinated with Operations Department or as directed by General Manager.

f. Serve as the escalation point between PM Team members, tenants, and other department managers when appropriate.

g. Serve as the administrative point of contact for Vendors when needed and approve invoices.

h. Attend meetings with General Manager pertaining to potential clients/brokerage deals and draft proposals for future management opportunities.

i. Assist in the transition of new clients/tenants by attending the facilities walkthrough, obtaining leasing documents from owner, and verify designated PM team member issued transition notices, etc.

j. Coordinate and conduct commercial[SE2] tours.

k. Discuss/negotiate renewal options with Commercial Tenants.

l. Review lease amendments and renewals drafted by the Commercial PM prior to distribution.

m. Work with Altair's General Counsel on legal matters such as Condominium Association questions, tenant evictions/disputes, etc.

n. Respond to escalated afterhours calls when additional support is needed from the Operations Team.

o. Participate in annual audits and inspections for Insurance, REAC, HOMES, PHFA, etc.

p. Assist General Manager with additional tasks upon request.

2.

System Related Tasks

a. Approve timesheets and time off requests biweekly.

b. Ensure PM team has entered/updated tasks in our Property Management Software by conducting weekly spot checks.

c. Submit all annual/monthly reports to PHFA and HUD via the appropriate software.

d. Submit all applications for tenant funding i.e., Emergency Rental Assistance Program.

e. Approve invoices via Avid with appropriate work orders. If billing is inaccurate call vendor with instruction to revise and submit electronically to invoices@altairre.com.

f. Stacking email daily. www.stackmethod.com

g. Follow company policy on file retention and storage.

3.

Vendor Related Tasks

a. Interface with outside contractors/service providers to ensure prompt performance of services when they are needed. Provide work orders numbers and proper billing information in advance of any work being performed.

4.

Client & Tenant Related Tasks

a. Participate in Monthly Operating Reviews and Condo Association Meetings.

b. Communicate with clients outside of scheduled monthly meetings when necessary. i.e., emergencies on property, updates on projects, etc.

c. Provide highest level of customer service and response to tenants & property owners.

Perform other duties as required for the successful operation of the business.

III. QUALIFICATIONS

Education:

Bachelor's Degree

Experience : 3-4 years in similar role.

IV. JOB REQUIREMENTS

Real Estate License PHFA certified Self-directed and motivated. Customer-service oriented. Ability to prioritize and execute tasks. Driver's license. Demonstrate an ability to support and contribute to community team. Demonstrate strong oral and written communication skills. Operate telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, Community Software. Participate in training in order to comply with new or existing laws. Neat, clean, professional at all times throughout the workday and/or whenever present at the community. Comply with expectations as demonstrated in the employee handbook. Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.

V. EQUIPMENT UTILIZED

Personal computer Microsoft Office- Word, Excel, Outlook, Teams, etc.

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