Houston Apartment Association (HAA)

Description

Property Manager

The purpose of this job description is to communicate the responsibilities and duties associated with the position of Property Manager. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. The Company emphasizes a team approach and fully expects every person to perform any reasonable task or request that is consistent with fulfilling company objectives. It is the philosophy of the Company to promote from within whenever possible; therefore, it is recommended that team members make an on-going effort to familiarize themselves with the duties and responsibilities of those positions directly above and around their own. The Company reserves the right at any time to change or amend these position job descriptions as necessary.

Reports to: Regional Director

Job Brief:

In general, the purpose of the Property Manager is to effectively manage and coordinate people, activities, and resources in order to maximize the successful operations of communities within the region. The Property Manager works with the Regional Director, Regional Vice President, company objectives, annual budget and corporate leadership to plan, measure and achieve the goals set forth. In addition, the Property Manager is directly responsible for the development of the property team members to maximize performance. The Property Manager is expected to take a hands-on approach to any necessary duties to accomplish objectives as well as to facilitate the successful performance of others.

Essential Duties and Competencies:

Competency

Essential Duties

Process Management:

Initiate and mange core business processes.

Initiate and manage all core business processes, including the recruitment and selection process, team member development, initiation and management of all core business processes, including marketing, leasing, resident relations, maintenance, budgeting, accounts receivable, accounts payable, and vendor relations.

Ensure office is opened on schedule and that the leasing office, club room, models, vacant apartments and amenities are clean and present a warm, welcoming image of the property. Clean, vacuum and dust when needed.

Physically walk and inspect property on a daily basis, and inspect vacant apartments. Complete move-in/move-out inspections with residents.

Welcome and show prospective residents the property utilizing Company leasing techniques and expectations. Demonstrate leasing techniques to the leasing office team and communicate expectations.

Ensure that market surveys are conducted on a regular basis and that competition is shopped regularly. Utilize the market information to make strategic decisions for the success of the property.

Answer incoming phone calls professionally and handle accordingly, whether the caller is a prospective resident, a resident, an internal Company team member, or a vendor.

Lead by example when providing service to residents, prospective residents, internal Company team members and vendors.

Take resident service requests in a complete and accurate manner, immediately enter them into property management system so to route them to maintenance for prompt processing and conduct follow-up with residents.

Determine course of action relating to rent delinquencies and other resident related needs. Ensure delinquency is minimized through consistent follow-through on collection activities, including phone calls, notices and personal visits. Execute lock out, contractual lien, eviction filing and court appearances as required per Company policy and as allowed by law.

Maintain accurate resident records in accordance with Company policy. Update daily reports concerning notices to vacate, vacancy reports, activity reports each day to ensure activity is consistently up to date. Organize and file all applicable reports, leases and paperwork.

Communicate policy and procedure changes with community team members.

Train and motivate team members and maintain an awareness of training resources available. Encourage the development of all team members.

In conjunction with the Maintenance Supervisor, conduct on-site safety meetings to discuss relevant policies and procedures and other relevant safety topics. Ensure daily safety logs are maintained.

Maintain constant vendor/contractor communications concerning work scheduling, billings, and vendor relations.

Coordinate with Maintenance Supervisor and maintenance team to ensure timely recondition of apartments after move-out.

In conjunction with the Regional Director, formulate budgets for each upcoming year and strategically manage revenues and expenses to meet or exceed budgeted expectations throughout the year.

Maintain an awareness of individual and property property performance goals and progress toward those goals, including occupancy, revenue and expense control, leasing, closing ratios, delinquency, cash collections, and make ready status, service request status and resident retention.

Vision:

Create a clear and realistic vision for the future of the property.

Create a clear, realistic vision for the property and effectively communicate expectations and direction to the community team members.

Keep abreast of industry, market, and seasonal trends and work with the Regional Director and community team to plan strategies to meet operational goals.

Problem-Solving:

Identify existing and potential problems and develop and implement solutions.

Identify existing and potential barriers to the successful accomplishment of property objectives utilizing performance data, observation, and budgetary and other financial information and create solutions to those problems.

Leadership:

Empower others to perform and provide necessary support, set and measure challenging standards of performance and facilitate the movement toward a common vision.

Hold regular community team meetings to communicate goals, progress toward goals and expectations and identify actions to achieve objectives. Measure progress and performance, redirect action plans when necessary to achieve required objectives.

Regularly monitor individual team member performance and provide timely and constructive feedback.

Lead by example for community team members in the areas of resident communication, leasing, and telephone techniques.

Dependability & Drive:

Initiate action

Arrive on time, begin work quickly and independently; manage time effectively. Avoid unnecessary tardiness or absenteeism.

Provide the required notice for requested non-emergency paid time off; ensure responsibilities are completed prior to scheduled absences.

Focus on the completion of tasks and activities so to achieve the objective.

Take a hands-on approach to any necessary duties to ensure the job is completed.

Resourcefulness:

Display willingness and ability to find ways over, under, around, and through barriers.

Seek out and utilize available internal and external resources, such as sister properties, other Company team members, manuals and training guides, apartment association, etc. to meet goals and objectives.

Customer Focused:

Establish effective relationships with internal and external customers.

Strive to meet resident needs and create win/win situations.

Follow through on resident problems to satisfactory resolution and communicate problems to any necessary party to facilitate resolution.

Regular monitor resident satisfaction in person and through follow-up phone calls and utilizing Customer Satisfaction Surveys.

Team Building:

Build a strong, effective team with complementary strengths

Identify, interview, and hire appropriate team members for the community team.

Identify strengths of team members and plan assignments accordingly to maximize team performance.

Top grading/Coaching:

Focus on actively training and coaching team members for high performance in current roles and proactively develop them for successful promotion

Perform on-site new team member orientation for all new team members within two (2) days of hire. Conduct performance reviews for all team members after sixty (60) days of employment and at minimum twice per year thereafter. Use performance counseling to correct and/or improve performance issues.

Supervise, train and lead community team members in order to achieve the operational goals for the Company and the property.

Maintain an awareness of training resources available and encourage the development of team members.

Integrity:

Display ironclad ethics and honesty.

Set and uphold high standards of honesty for self and team members.

Able to be trusted with property assets and confidential resident and team member data.

Communication:

Communicate effectively in one-on-one and group environments.

Consistently and effectively communicate with the Regional Director and relevant teams regarding property performance.

Use assertive and professional communication techniques when dealing with internal and external customers.

REQUIREMENTS:

Normal Work Hours:

9:00 am to 6:00 pm Monday through Friday, weekends as necessary.

On call: Emergency situations only. Overnight stays will occasionally be required.

Equipment/Machinery/Tools:

Copier/scanner/fax, telephone, personal computer/laptop, calculator, and adding machine, lock-out “hub” knob.

Physical Requirements:

  • Stand and walk or sit alternatively depending on specific needs of day. Estimate 60% of time is spent on feet and 40% sitting at desk.
  • Have frequent need (33% to 66% of time) to perform the following physical activities:

Activity Example of Activity

1. Bend/Stoop/Squat/Kneel Pick up litter, filing

2. Climb stairs Show and inspect property

3. Push or pull Show and inspect property, close doors, cabinets

4. Reach above shoulders Inspect property, store supplies

  • Have frequent need (33% to 66% of time) to perform standing and walking activities related to inspecting and presenting property, conducting lock out and landlord lien when necessary.
  • Constant need (60% to 100% of time) to perform the following physical activities:

1. Writing/Typing (Corporate, interoffice, resident communications)

2. Grasp/Grip/Turning (Telephone, doorknob use)

3. Finger dexterity (Operations of office equipment)

  • Lifting/Carrying (Paperwork, deliveries, books, files, misc.):

1. Over 25 lbs. Rare need (less than 1% of time)

2. 10 – 25 lbs. Occasional need (1% to 33% of time)

3. Less than 10 lbs. Frequent need (33% to 66% of time)

Vision Requirements:

  • Constant need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail.
  • Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey).

Hearing Requirements:

Constant need (66% to 100% of time) to communicate over telephone and in person with vendors, corporate and property team members, residents and prospects.

Speaking Requirement:

Constant need (66% to 100% of time) to communicate over telephone and in person with vendors, corporate and property team members, residents and prospects.

Driving Requirements:

Frequent need (33% to 66% of time) to utilize personal transportation to inspect apartment property and surrounding neighborhood, make trips to bank and also visit corporate office. Occasional travel may be required.

Working Environment:

  • Constantly indoors. (66% to 100% of time)
  • Frequently outdoors, all conditions. (33% to 66% of time)
  • Occasional exposure (1% to 33% of time) to paint fumes, solvents, adhesives, etc. Example: apartment, immediately, during or after make-ready.

Reasoning Development:

High. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw conclusions and initiate appropriate course of action. Also, must be able to effectively convey ideas, images, and goals to a diverse group of personalities.

The statements herein are intended to describe the general nature and level of work being performed be employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Job Information
  • Location:
    Spring, Texas, 77388, United States
  • Job ID:
    48942853
  • Posted:
    June 11, 2019
  • Position Title:
    Property Manager
  • Company Name:
    Mosaic Residential
  • Job Function:
    Property Management
  • Entry Level:
    No
  • Job Type:
    Full-Time
  • Job Duration:
    Indefinite
  • Min Education:
    H.S. Diploma/Equivalent
  • Required Travel:
    25-50%
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