Property Manager

Property Manager

Summary : The Property Manager is responsible for providing necessary leadership, guidance, and motivation to ensure a positive working environment and quality community living. Responsible for day-to-day site management including planning, marketing, leasing, supervision (of all on-site staff), financial management, and administration.

Essential Duties & Responsibilities : The Property Manager duties and responsibilities include, but are not limited to, the following :

• Presents property to prospective residents. Greets prospects, gathers information regarding needs on guest card, qualifies based on needs. Conducts personal tour of amenities and model / vacant apartments. Demonstrates features and benefits within community and apartments shown. Overcomes objections and identifies specific apartment to fulfill needs of prospect and closes sale.
• Obtains completed application and income verification form on all sales. Take deposit and associated fees. Processes application in accordance with policies and procedures.
• Reviews and approves applications for move-ins in a fair and consistent manner in accordance with Fair Housing requirements and Garden Communities policy.
• Conducts resident move-ins. Establishes appointments for reviewing lease documents with new resident. Obtains necessary signatures on all forms in accordance with policies and procedures and provides resident with copies. Obtains copies of prospects identification.
• Maintains resident's files (if kept on property) in accordance with Garden Communities policies and procedures.
• Provides list of inventory of rent ready apartments within property's required turnaround time period, ensuring continued marketability.
• Conducts resident move-out in accordance with policies and procedures.
• Ensures accuracy of resident move-out accounting summaries utilizing Statement of Deposit report within time frame laid out by California Code. Consistently audit service in order to be fair and consistent to resident while achieving maximum performance and value from vendor.
• Answers incoming telephone calls and identifies nature of call. Identify caller's needs, gather information on prospect and establish appointment to tour and / or encourages visit to property.
• Promotes public relations by demonstrating a "firm, fair and consistent" manner in all resident concerns being ware of possible impact and consequences.
• Assists current residents with service requests by gathering information and completing service order request form. Identifies nature of miscellaneous calls and directs calls as necessary.
• Documents telephone and walk-in traffic on appropriate forms. Provide traffic, rental, cancellation, transfer and lease renewal information for daily status report.
• Manages resident complaints in a professional and courteous manner.
• Performs steps necessary to lease a Corporate Apartment (where available) including preparing and pricing amenity packages.
• Designs and implements resident retention programs in accordance with company goals.
• Diligently manages rent collection process in a timely manner and implements legal process according to procedures set by company. This process includes entire delinquency procedure and court appearances.
• Assists in maintaining Weekly Delinquent Control Log and Arrears Report. Ensures integrity of report to serve all legal notices (3 Day, Covenant or Quit or 60 Days) in accordance to California Code and Garden Communities policy and procedure.
• Administers Lease Renewal program for property in accordance with company policy and procedures.
• Develops, implements and maintains comprehensive marketing plan for property.
• Oversees physical condition and appearance of property by conducting monthly walk inspections and follow ups. Enhances value of apartment community by maintaining a hazard-free environment considering the best interests of the community.
• Gathers market information monthly. Prepares report identifying competition rental rates, concessions, promotions and property changes. Note development / changes in market area which may impact community. Share information with Leasing Manager.
• As directed, "shops" competition to determine sales technique, strategy and merchandising. Share information with staff and Leasing Manager.
• As directed, conduct off-site marketing by providing San Diego businesses with sales information with the goal to obtain new leases.
• Coordinates site advertising with vendors / agencies. Continually review sand monitors advertising effectiveness.
• Opens and inspects models daily to ensure that they are presentable in accordance with established standards.
• Ensures leasing office open and ready for business each day. Maintains office in a professional manner in accordance with policies and procedures.
• Maintains Budget Control Report in accordance with company policy and procedures.
• Completes and approves Purchase Orders in accordance with company policy and procedures.
• Reviews vendor invoices for accuracy and process in accordance with established procedures.
• Maintains property accounting of petty cash and special event funds in accordance with company policy and procedure.
• Assists vendors with obtaining keys to units and specific directions and maintains accurate current key log for distribution of keys.
• Provides orientation and on-site training to new employees to supplement Garden Communities training programs.
• Provides continual feedback and guidance to existing, as well as new, leasing consultants on skill-building and product knowledge.
• Coordinates schedules of all personnel to ensure property staff levels at all times.
• Conducts weekly safety meetings in accordance with company policy and procedure.
• Conducts weekly meetings (for those properties with 3 or more employees, and monthly for those properties with 1-2 employees) with Property Management staff to discuss performance, leasing trends, company goals, training and motivation.
• Develops a motivated and synchronized team through effective mentoring. Provides guidance and support as needed to staff.
• Ensures on-site staff has through understanding and complies consistently with company policies and procedures.
• Ensures all employee hours, time off, etc. are reported correctly and in a timely manner in accordance with established procedures.
• Ensures all reporting of any work-related injuries are reported correctly and in a timely manner in accordance with established procedures.
• Responsible for coverage of staff during vacations / sick leave / holidays / additional holidays.
• Responsible for providing keys and parking permits to personnel on property.
• Ensures schedule and assists Maintenance Supervisor in assigning all after hours and emergency on-call coverage.
• Demonstrates initiative, professionalism, personal awareness, integrity and exercises confidentiality and all areas of his or her performance.

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or ability required. Reasonable accommodations are available, upon request, to assist qualified persons with disabilities to perform the essential functions of the job, as needed.

Education / Experience : Two years related experience and / or training, or the equivalent of education and experience.

Technical Skills Required : To perform this job successfully, an individual should have basic knowledge of current computer software including Microsoft Office Suite.

Physical Demands : Must be able to lift, push, pull, and / or move up to 25 pounds. Regularly required to sit, stand, walk. Regularly performs computer work, and operates general office equipment (computer, phones, fax machine, copier or scanner) and does filing.

Communications : Must be able to communicate (orally and written) in a professional manner on a regular basis with prospective residents, current residents, staff, management and co-workers within the company as well as with outside vendors. Must be able to work as part of a team. Follows instructions and responds to management's direction. Takes constructive criticism and uses it as a learning tool.

Supervisory Responsibilities : This position supervises two or fewer leasing consultant(s).

Attendance and Punctuality : Is reliable and consistently at work and on time; willing to travel, and work evenings, weekends and holidays, as needed.

Travel : Travel may be required within the Southern California Region and Arizona.

Other Competency Requirements for Effective Performance : An energetic, positive, ethical and enthusiastic leader with strong people management skills. Effective communicator, trainer and motivator. Inspires trust, respect and loyal team relationships. Understands business objectives (focus on profitability, quality, professionalism, efficiency and effective use of time), and is results driven. Develops practical strategies to achieve business objectives. Makes sound business decisions. Excels in a fast paced, dynamic environment; ability to adapt to changing priorities; remains organized and focused under pressure; able to meet deadlines. Calmly and effectively manages conflict, difficult and / or emotional situations; focusing on resolving issues and achieving an effective solution, rather than on blame. General understanding of company's policies and laws applicable to the conduct of business; follows and enforces such policies and laws. Works independently with little or only general supervision. Is accountable for the responsibilities of the position; accepts constructive criticism in a positive