Senior Property Manager

Job Summary: The property manager is accountable to protect, maintain and enhance the value of residential real estate assets in order to maximize the owner's financial return and for the benefit of the tenants and the community. This is accomplished by direction and coordination of the center's operational activities, capital projects, leasing and marketing. This incumbent represents the property owner to both the tenants and the public. A. Client Focus Demonstrate a positive, professional and client-oriented attitude about the company with coworkers, tenants, clients, and the public whether contact is by mail, telephone or in person. Constantly strive for improvements in work process and results to better meet tenants’ expectations. Manage tenant relations and coordinate requests for repairs and maintenance, understanding of rent charges, lease issues and other tenant concerns.

• Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management and property
• Develop and/or implement resident retention programs (i.e., resident functions, special promotions, monthly newsletters, via Stonehenge’s Lifestyles division.)
• Ensure distribution of all company or community-issued notices (i.e., bad weather, emergency, etc.)
• Consistently implement policies of the community

B. Staff Management On assigned properties, act as the company's primary coordinator to assure that the company’s efforts fully meet and exceed contractual property management obligations. Supervise on-site staff, including concierge, doormen, handymen, porters, and Superintendents, if utilized at assigned properties.

• Consistently use successful techniques and company directives to screen, orient and train existing personnel and new personnel
• Provides comprehensive feedback to non-performing employees. Facilitates disciplinary procedures and documentation up to and including terminations of employment if necessary, all while staying within the guidelines of Local 32BJ, Local 6 and the RAB
• Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership.
• Plan weekly/daily office staff schedules and assignments
• Coordinate maintenance schedule and assignments with Property Superintendent
• Provide support to staff to encourage teamwork and lead as an example in creating a harmonious environment
• Ensure all administrative processes involving personnel are handled on a timely basis
• Establish and maintain collaborative working relationships between departments, with coworkers and particularly with other members of your property’s team. Prepare for team meetings, in advance, and act as a leader for the meeting

C. Financial Management Develop operating income/expense budgets and capital budgets that reflect our objectives for operating the property. Prepare this document to be used as an ongoing accounting reporting tool. Further accountability includes administration of budgets, operational review, and analysis of corrective action needed. Recommend and implement programs that contribute to the proper operation of all properties.

• Demonstrate the ability to understand financial goals, operate asset in owners’ best interest in accordance with SSOP
• Maintain accurate records of all property transactions and submit on a timely basis (i.e., variance reports, move-in/move-outs, etc.)
• In conjunction with the VP of Building Operations, the property manager will assist in the formulation of budgets for each upcoming calendar year. The property manager is responsible for staying within the established budget guidelines throughout the year
• Work closely with the Legal Department concerning non-payment, eviction and collection cases
• Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance
• Ensure that A/P invoices are reviewed and either approved or sent back to the vendor for further clarification

D. Leasing Communicate regularly with territory leasing agents to ensure synchronization of responsibilities between Operations and Leasing departments.

• Ensure building staff is properly trained and utilizing proper guidelines on walk-in prospective
• Weekly meeting with leasing staff to ensure items that need addressing in both “on-notice” and “rent ready” apartments are executed
• Represent the company in a professional manner at all the times

E. Administration Maintain complete and accurate property files and records, according to department systems, with an emphasis on documentation for future reference. Coordinate with corporate office support staff on management company procedures for processing and distributing information. Provide prompt, detailed and accurate general status reports on all properties assigned

• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow
• Ensure compliance with local laws, inspections, tests, etc. for each property, working in conjunction with our compliance manager
• Maintain annual calendar outlining expiration dates of facilities equipment, permits, etc.
• Ensure all administrative paperwork is accurate, complete and submitted on a timely basis
• Lead emergency team for the property. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on the community, employee/resident injuries, fires, floods, freezes, etc.). Incident reports must be completed within 24 hours of the event
• Payroll to be reviewed and submitted weekly by no later than noon on each Monday
• Keep abreast of new technologies, systems, and procedures related to property management

F. Maintenance & Safety Engage, contract, supervise and approve invoices for all goods/services required to maintain the properties up to company and owner standards. Direct the day-to-day activities of staff management, loss prevention, risk management, safety/security, maintenance, and overall aesthetic of properties Develop a network of emergency services and be available for 24 hours per day and for weekend coverage as required. Develop specifications and continually evaluate service needs and performance in all areas of maintenance and management. Work with Capital department to forecast and manage the replacement of major capital expense items including HVAC system, roof systems, etc.

• Maintain community appearance and ensure repairs are noted and completed on a timely basis. This requires daily property inspections
• Review “Salesforce” resident section to ensure work orders, requests for repairs, etc, are being handled appropriately and in a timely fashion
• Conduct cold calls to tenants that have had work orders completed ensuring their satisfaction with work completed
• Assure quality of “rent ready” apartments
• Ensure that leasing offices and “rent ready” apartments are walked daily and communicate any service-related needs to maintenance
• Learn and ensure compliance with all company, local, state and federal safety rules
• Ensure that unsafe conditions are corrected in a timely manner
• Direct staff to follow a “safety first” principle

Required Qualifications:

• Bachelor’s degree or equivalent vocational/technical training
• Minimum of eight years (8) of experience in property management, with at least four (4) years of rental management experience
• Minimum of 40 direct and indirect reports throughout your experience as Property Manager at a given time
• Excellent verbal and written communication skills; exceptional attention to detail and excellent follow through and strong organizational skills; excellent interpersonal skills with the ability to interact with all levels
• Courses in real estate