Property Manager

  • CA Ventures, LLC
  • State College, PA, USA
  • Oct 24, 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 Resources
  • Recruit, select, train, motivate, coach, counsel, and discipline onsite personnel
  • Provide clear and detailed directives to all onsite personal personally or through subordinate employees Hold all employees accountable for completing assignments timely and accurately
  • Counsel staff members when employment violation occurs. Sign off on all employee counseling notices Conduct Annual Performance Reviews with all onsite personnel
  • Conduct 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 completed
  • Ensure that all new employees receive the Campus Acquisitions Employee Handbook and sign all forms at the end of the handbook for HR files
  • Ensure all tax forms and other related payroll documents are completed and provided to the payroll processing company
  • Review and approve all payroll timesheets and submit to the Project Manager/VP
  • Maintain high employee morale at all times and lead by example
  • Review, edit, and provide final approval for the part time employee schedule
Accounting and Legal
  • Lead the formulation of the property operating budget
  • Ensure all expenses fall within budget and seek approval for expenses that exceed the budget Ensure all employees are following the purchase order protocol
  • Provide budget variance explanations Perform month-end close out procedures
  • Perform beginning of the month opening procedures
  • Responsible for maintaining required receipts and documentation related to the manager's checking account Ensure all accounting and reports are entirely accurate
  • Ensure 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 week
  • Responsible for filing (3,5,10) day notices and evictions as necessary
  • Responsible for maintaining a list of edits to the lease contracts for the following pre-leasing year
  • Provide a weekly occupancy report including tenants on notice for non-payment of rent, evictions, skips, and pending evictions for behavioral lease violations
  • Process all invoices in AMSI in accordance with budgeted GL codes
  • Submit new vendor W-9 forms to corporate, if vendor requires one Research Tax ID numbers for end of year 1099 form mailing
  • Familiarity and experience with the State College Borough Authority as well as their leasing requirements with Graduate/Young Professional and Affordably/Inclusionary Housing programs
  • Create and implement the annual renewal and marketing campaigns in accordance with the marketing budget
  • Oversee 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 Housing
  • Customize the leasing directory as necessary and review weekly for accuracy
  • Approve any lease exceptions
  • Recommend approval for any prospects who fail the criminal or credit checks based on error or additional information
  • Lead and assist leasing personnel with completing the sale
  • Conduct weekly inspections of the model units
  • Ensure daily, weekly, and monthly leasing reporting is provided to the Regional Manager accurately and on time
  • Ensure all changes in leasing policies are documented in the leasing memo
  • Create 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 Relations
  • Oversee the planning and implementation of the annual renewal leasing campaign
  • Maintain current knowledge of market trends and industry conditions for the area and nationally
  • Verify Market Survey results and submit to Project Manager biweekly
  • Respond to weekly Market Survey requests from numerous competitors to maintain consistency throughout the area
  • Acquire university student enrollment Data List for distribution of advertisements
  • Conduct periodic editing and revisions of marketing materials
  • Order forms and marketing materials as needed
  • Keep knowledge on upcoming University events and plans functions accordingly
  • Create and implement detailed marketing plan and document with the Marketing Calendar
  • Coordinate and organize all large scale resident functions
  • Maintain favorable image and relationship with area residence halls, the University, and apartment communities, neighbors, and city personnel
Property and Maintenance
  • Create, modify, and implement security protocol as necessary
  • Review daily security/incident logs and assigns camera viewing to provide video footage as necessary
  • Ensure the community is maintained in pristine conditions at all times
  • Issue notices to tenants for lease violations and or fines
  • Analyze onsite issues and the changing needs of the property and provides suggestions for modified protocol to Project Manager
  • Walk property for any damages or necessary maintenance weekly, and ensure the maintenance and leasing staff is walking the property daily
  • Meet with vendors to receive bids for turn over maintenance
  • Provide feedback and suggestions for capital improvement and renovation decisions
  • Maintain all vendor insurance information in Insurance Log and Insurance Binder
  • Assist 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 billed
  • Ensure accurate and detailed notes in taking and completing of service requests by all personnel
Resident Relations
  • Maintain positive customer service outlook
  • Manage all resident complaints. Take into consideration resident suggestions for improvement to property and ideas for resident functions
  • Resolve roommate issues and conflicts
  • Promote harmonious relations among residents, staff, campus personnel and surrounding community
  • Ensure all resident complaints are handled appropriately and completely
  • Handle all eviction issues
  • Assist in the formulation of the move-in and move-out plan and carry out the plan thoroughly
  • Plan and follows through with all resident consolidations
  • Assist in the collection of rent from delinquent residents by assisting the Assistant Manager as needed
  • Ensure that all residents are notified of resident functions, building issues, key university happenings, and other urgent and important issues in a timely manner
  • Conduct resident surveys each semester and provide summary of feedback to the Regional Vice President
  • Meet with vendors three months prior to turn to negotiate bids and sign contracts
  • Complete Turn Spreadsheet with all scheduled work on property during turn
  • Coordinate turn procedures with Maintenance staff to complete the turnover process in a timely manner after move-out
  • Physically walk all units upon move-out to assess damages
  • Create employee work schedule to cover all necessary turn procedures
  • Oversee move-in day process
  • Process all move-out charges with the Assistant Manager
  • Report 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 contractors
  • Complete tasks as assigned by your supervisor
Risk Management
  • Identify and correct potential liability issues with both the physical facility and residents
  • Minimize risk exposure and losses
  • Ensure all vendors have the required insurance coverage and certificate before work is performed onsite
  • Have all service contracts reviewed and executed by corporate legal department
  • Ensure 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..... click apply for full job details