Property Manager

  • CA Ventures, LLC
  • State College, PA, USA
  • Jul 12, 2019
Full time

Job Description

The Property Manager is the CEO of each property and ultimately accountable for all onsite activities and the properties overall performance. Currently seeking a dynamic, experienced Property Manager to oversee a 700+ bed luxury student-housing in the heart of State College, PA catered to the Pennsylvania State University. The primary focus during the first year within this role will be focused on leasing the bed to budgeted occupancy, building and stabilizing a staff, and preparing for the transition into operations. Ideal candidate will have an equal/balanced skill-set in both Leasing/Marketing and Operations as it will be imperative to the role. In addition, this position will oversee full-time Assistant Property Manager, Leasing & Marketing Manager, Leasing Professional, Maintenance Supervisor, as well as other FT maintenance roles and part-time leasing agents. Prior experience of oversight over similar positions is required. Human ResourcesRecruit, select, train, motivate, coach, counsel, and discipline onsite personnelProvide clear and detailed directives to all onsite personal personally or through subordinate employees Hold all employees accountable for completing assignments timely and accuratelyCounsel staff members when employment violation occurs. Sign off on all employee counseling notices Conduct Annual Performance Reviews with all onsite personnelConduct ongoing training (lease training, Fair Housing, resident issues, professional development, etc.) Supervise the Facilities Manager, Assistant Manager, Leasing Manager and Community Assistants Compile New Hire files with all necessary new hire paperwork completedEnsure that all new employees receive the Campus Acquisitions Employee Handbook and sign all forms at the end of the handbook for HR filesEnsure all tax forms and other related payroll documents are completed and provided to the payroll processing companyReview and approve all payroll timesheets and submit to the Project Manager/VPMaintain high employee morale at all times and lead by exampleReview, edit, and provide final approval for the part time employee schedule Accounting and LegalLead the formulation of the property operating budgetEnsure all expenses fall within budget and seek approval for expenses that exceed the budget Ensure all employees are following the purchase order protocolProvide budget variance explanations Perform month-end close out proceduresPerform beginning of the month opening proceduresResponsible for maintaining required receipts and documentation related to the manager's checking account Ensure all accounting and reports are entirely accurateEnsure all rent collection procedures are executed correctly.Create an annual accounting calendar to set deadlines for AR/AP tasks each month and ensure the Assistant Manager is meeting the deadlines as outlined in the calendar.Meet with the Assistant Manager regarding delinquency at least once a weekResponsible for filing (3,5,10) day notices and evictions as necessaryResponsible for maintaining a list of edits to the lease contracts for the following pre-leasing yearProvide a weekly occupancy report including tenants on notice for non-payment of rent, evictions, skips, and pending evictions for behavioral lease violationsProcess all invoices in AMSI in accordance with budgeted GL codesSubmit new vendor W-9 forms to corporate, if vendor requires one Research Tax ID numbers for end of year 1099 form mailingFamiliarity and experience with the State College Borough Authority as well as their leasing requirements with Graduate/Young Professional and Affordably/Inclusionary Housing programs LeasingCreate and implement the annual renewal and marketing campaigns in accordance with the marketing budgetOversee and take part in all daily leasing practices and ensure leasing staff at all levels are fully trained in accordance with New Hire Checklist, Training Checklist, Leasing Memo, Sales Handbook, and Fair HousingCustomize the leasing directory as necessary and review weekly for accuracyApprove any lease exceptionsRecommend approval for any prospects who fail the criminal or credit checks based on error or additional informationLead and assist leasing personnel with completing the saleConduct weekly inspections of the model unitsEnsure daily, weekly, and monthly leasing reporting is provided to the Regional Manager accurately and on timeEnsure all changes in leasing policies are documented in the leasing memoCreate and implement a process for lease files to ensure they are completed thoroughly and accurately within 7 days of the lease execution Marketing and Public RelationsOversee the planning and implementation of the annual renewal leasing campaignMaintain current knowledge of market trends and industry conditions for the area and nationallyVerify Market Survey results and submit to Project Manager biweeklyRespond to weekly Market Survey requests from numerous competitors to maintain consistency throughout the areaAcquire university student enrollment Data List for distribution of advertisementsConduct periodic editing and revisions of marketing materialsOrder forms and marketing materials as neededKeep knowledge on upcoming University events and plans functions accordinglyCreate and implement detailed marketing plan and document with the Marketing CalendarCoordinate and organize all large scale resident functionsMaintain favorable image and relationship with area residence halls, the University, and apartment communities, neighbors, and city personnel Property and MaintenanceCreate, modify, and implement security protocol as necessaryReview daily security/incident logs and assigns camera viewing to provide video footage as necessaryEnsure the community is maintained in pristine conditions at all timesIssue notices to tenants for lease violations and or finesAnalyze onsite issues and the changing needs of the property and provides suggestions for modified protocol to Project ManagerWalk property for any damages or necessary maintenance weekly, and ensure the maintenance and leasing staff is walking the property dailyMeet with vendors to receive bids for turn over maintenanceProvide feedback and suggestions for capital improvement and renovation decisionsMaintain all vendor insurance information in Insurance Log and Insurance BinderAssist maintenance supervisor with all maintenance issues as needed (including contractor and vendor phone calls and followup)Ensure Winter Break, Spring Break, and Summer unit pre-inspections are complete, accurate, documented, and billedEnsure accurate and detailed notes in taking and completing of service requests by all personnel Resident RelationsMaintain positive customer service outlookManage all resident complaints. Take into consideration resident suggestions for improvement to property and ideas for resident functionsResolve roommate issues and conflictsPromote harmonious relations among residents, staff, campus personnel and surrounding communityEnsure all resident complaints are handled appropriately and completelyHandle all eviction issuesAssist in the formulation of the move-in and move-out plan and carry out the plan thoroughlyPlan and follows through with all resident consolidationsAssist in the collection of rent from delinquent residents by assisting the Assistant Manager as neededEnsure that all residents are notified of resident functions, building issues, key university happenings, and other urgent and important issues in a timely mannerConduct resident surveys each semester and provide summary of feedback to the Regional Vice President TurnoverMeet with vendors three months prior to turn to negotiate bids and sign contractsComplete Turn Spreadsheet with all scheduled work on property during turnCoordinate turn procedures with Maintenance staff to complete the turnover process in a timely manner after move-outPhysically walk all units upon move-out to assess damagesCreate employee work schedule to cover all necessary turn proceduresOversee move-in day processProcess all move-out charges with the Assistant Manager GeneralReport all liability and property incidents to Project Manager immediately following an incident.Ensure all Workers' Compensation claims are reported and proper paperwork is completed.Understand and carry out all company standards, policies and procedures in dealing with owners, clients, residents, employees and contractorsComplete tasks as assigned by your supervisor Risk ManagementIdentify and correct potential liability issues with both the physical facility and residentsMinimize risk exposure and lossesEnsure all vendors have the required insurance coverage and certificate before work is performed onsiteHave all service contracts reviewed and executed by corporate legal departmentEnsure all staff members proactively communicate and document safety issues that arise throughout the community The above description is not meant to be all inclusive but does cover many of the duties and responsibilities of the position. Additional duties may be added with or without prior notice.CA Management Services is an Equal Employment Opportunity employer. Qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.