Property Manager

Reporting Structure

The following positions report to and are supervised by the Property Manager:

◆      Assistant Property Manager

◆      Leasing Consultant

◆      Maintenance Supervisor

◆      Maintenance Technician

Scope

The Property Manager is totally responsible for the general administration functions, financial, leasing and physical operations of our third-party managed assets in the Charlottesville, VA community, which include commercial, residential, and retail properties. The PM provides direction to and implements the maintenance for efficient mechanical operations, adequate building and grounds cleanliness, and the implementation of preventive maintenance programs to ensure preservation and upkeep of the building and equipment. The PM is responsible for employing qualified and competent personnel and maintaining good tenant/resident and employee relations. In addition, the Property Manager will train the assistant manager to assume all managerial duties in the event of the Property Manager's absence.

Qualifications & Requirements

◆      Minimum 5 years of related property management experience.

◆      College degree preferred.

◆      CPM, CAM or similar certification preferred.

◆      Proficient in computer software such as MS Office and accounting software such as YARDI. Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook, as well as community software applications.

◆      Able to perform administration duties and have a thorough understanding of real estate accounting.

◆      Strong leadership, communication, and organizational skills.

◆      Knowledge of Fair Housing laws, OSHA regulations, and local/state/federal compliance requirements.

◆      Prior experience with commercial office and/or retail property management, including CAM reconciliations and broker relations, is a plus.

◆      Successfully pass a drug test and background check.

Duties & Responsibilities

1. General

◆      Regularly inspect resident space, public areas, storerooms, utility rooms, basements, stairways, garages, and grounds to ensure that building and property cleanliness is adequate and grounds are maintained. Consult with janitorial supervisor regarding employee failures or deficiencies.

◆      Perform thorough monthly inspections of the building and grounds, noting physical appearance of property, deferred maintenance, and other related data. This inspection is conducted with the landscape vendor, groundskeeper, and maintenance tech.

◆      Responsible for all personnel hiring and establishing job assignments through department supervisors, explanation of employee duties and responsibilities, and informing operating staff of policies and procedures. Periodically review employee performances; conduct employer-employee critiques; and provide or request training programs as needed. All personnel hiring, once narrowed down to the final 2 or 3, will be interviewed by the Director of Asset Management.

◆      Establish a working relationship with all residents. Maintain liaison through occasional visits and telephone calls. Meet all new residents prior to occupancy.

◆      Conduct regular meetings with key property staff personnel and all contracted vendors.

◆      Administer resident leases.

◆      Institute procedures to control energy costs.

◆      Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate courses of action.

◆      Effectively convey ideas, images, and goals to a diverse group of personalities.

◆      Must possess a positive attitude and the ability to smile under all circumstances.

◆      Achieve Fair Housing certification prior to interaction with prospects or residents.

◆      Maintain knowledge of OSHA laws and regulations.

◆      Participate in training in order to comply with new or existing laws.

◆      Be able to work evenings and weekends as needed.

◆      Present self in a neat, clean, and professional manner at all times throughout the workday and/or whenever present at the community.

◆      Comply with expectations as demonstrated in the Employee Handbook.

2. Mechanical, Plumbing & Electrical

◆      Coordinate with the Maintenance Supervisor the daily operation of the mechanical, electrical, plumbing, and fire protection systems.

◆      Establish and maintain a preventive maintenance program to minimize equipment failure and maximize equipment efficiency.

3. Budget and Accounting

◆      Preparation of annual operating budgets for submission to Dominion and financial partners.

◆      Preparation of annual capital budget for submission to Dominion and financial partners.

◆      Preparation of an annual five-year plan of major maintenance activity for submission to Dominion and financial partners.

◆      Prepare monthly financial and operating reports and submit to Dominion and financial partners as required

◆      Investigation and reporting of monthly variances, review of expense categories, maintenance of rent roll, careful watch and monitoring of aged delinquencies.

◆      Maintain good communication and interaction with the accounting team.

◆      Responsible for maintaining accurate information in the accounting software the property uses (i.e., YARDI or Onesite).

◆      Check and approve all invoices for proper coding in accordance with the approved chart of accounts and the approved operating budget.

◆      Prepare and distribute annual CAM (Common Area Maintenance), real estate tax, and insurance reconciliations to commercial and retail tenants in accordance with lease terms, and respond to tenant inquiries or disputes in a timely manner.

4. Commercial Office & Retail Management

◆      Serve as the primary point of contact for commercial office and retail tenants, maintaining strong day-to-day working relationships.

◆      Administer commercial and retail leases, including tracking key dates, renewal options, rent escalations, CAM caps, gross-up provisions, percentage rent, and exclusive-use or use-restriction clauses.

◆      Coordinate with leasing brokers to market available office and retail space, schedule tours, and support lease negotiations through to execution.

◆      Maintain and cultivate relationships with commercial brokers, tenant representatives, and prospective tenants to support leasing, renewal, and retention goals.

◆      Coordinate tenant improvement (TI) buildouts with contractors, vendors, and brokers to support on-time space delivery.

◆      Monitor commercial and retail tenant sales reporting where applicable for percentage rent calculations.

◆      Ensure commercial and retail spaces comply with applicable zoning, signage, and use restrictions.

◆      Coordinate with the Asset Manager on commercial/retail leasing strategy, market positioning, and renewal negotiations.

5. Resident Relations

An important element of the PM's duties is to serve the needs of the residents, which will include but is not limited to:

◆      Respond promptly to any problem which may arise in a courteous and helpful manner.

◆      Coordinate all special requests of residents for building services or construction work.

◆      Visit residents on a frequent basis.

◆      Plan, organize, and implement a comprehensive resident relations program.

6. Marketing/Leasing

◆      Implement a marketing campaign to attract new residents, to be approved by supervisor.

◆      Make recommendations for changes in rental rates.

◆      Thorough understanding of competition and local market area rates and concessions. Providing analysis and recommendations of marketing strategies/plans for stabilization or maximum occupancy as comparable to local market area.

◆      Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.

◆      Implement and make changes to marketing media as appropriate (i.e., apartment guides, direct flyers, internet, and others).

◆      Represent the company in a professional manner at all times.

◆      Shop competition regularly.

◆      Have an understanding of social media and implement Facebook, Instagram, and other platforms under the direction of supervisor.

7. Personnel Management

◆      Consistently use successful techniques and company directives to screen, hire, orient, and train new personnel.

◆      Ensure efficiency of staff through ongoing training, instruction, counseling, and leadership.

◆      Plan weekly/daily office schedules and assignments.

◆      Coordinate maintenance schedule and assignments with Maintenance Supervisor.

◆      Administer action plans consistently and on a timely basis with performance problems. Document appropriately, communicate the situation with supervisor and Human Resources Director, and terminate properly when necessary.

◆      Provide support to staff to encourage teamwork and lead by example in creating a harmonious environment.

◆      Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).

8. Maintenance

◆      Maintain community appearance and ensure repairs are noted and completed on a timely basis. This requires regular community inspections and tours.

◆      Ensure that models and market-ready apartments are walked daily and communicate any service-related needs to maintenance.

◆      Ensure that all service requests are recorded and communicated appropriately to maintenance.

9. Safety

◆      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.