What are the responsibilities and job description for the Property Manager position at SustainableHR?
Property Manager
Reports To: Operations Director
Salary: 75k-85k
Job Summary
We are seeking an experienced and dedicated Property Manager to oversee the daily operations of a residential student housing portfolio located on UW–Madison’s campus. This role is responsible for full oversight of property operations, including leasing and marketing, resident relations, maintenance coordination, financial oversight, and staff leadership.
The ideal candidate has strong knowledge of the Madison student housing market, hands-on property management experience, and a proven ability to lead teams while ensuring regulatory compliance, operational efficiency, and resident satisfaction.
Key Responsibilities
Personnel Supervision & Leadership
- Hire, train, coach, and manage on-site staff in alignment with company policies and under the direction of leadership
- Provide ongoing training, performance feedback, and written evaluations for team members
- Establish daily staff schedules to ensure adequate office, maintenance, and emergency coverage
- Maintain accurate payroll records, including time-off tracking
- Lead daily team meetings to set priorities and address operational needs
- Foster a collaborative, accountable, and professional team environment
- Maintain open communication with the Operations Director regarding staffing, workload, and coverage needs
Marketing & Leasing
- Oversee all leasing activity, including marketing vacancies, conducting tours, and executing lease agreements
- Become an expert on assigned properties, highlighting features, amenities, location, and neighborhood benefits
- Set leasing goals and hold staff accountable to customer service and sales expectations
- Monitor daily traffic, availability, and leasing performance
- Develop and execute monthly marketing plans in collaboration with the Operations Director
- Oversee lease applications, approvals/denials, renewals, and related documentation
- Ensure all online listings and property websites remain accurate and up to date
- Review market data regularly and recommend pricing adjustments as needed
Financial Oversight & Budgeting
- Oversee rent collection processes, including delinquency monitoring and required notices
- Ensure accurate lease and financial data entry within property management software
- Approve supplies and equipment purchases in accordance with budget guidelines
- Monitor budget performance and review variances with leadership
- Assist with annual budget development and financial reporting
- Follow established procedures for past-due balances and collections
Resident Relations & Compliance
- Maintain strong resident relationships through clear communication and conflict resolution
- Oversee move-in and move-out processes, including inspections and documentation
- Handle difficult resident interactions professionally and effectively
- Initiate and monitor legal actions under the guidance of the Operations Director
- Ensure full compliance with Fair Housing laws and landlord-tenant regulations
- Plan resident engagement activities to enhance retention and community satisfaction
Maintenance & Facilities Management
- Conduct regular inspections of common areas, vacant units, and grounds to maintain curb appeal and safety
- Oversee all maintenance work orders to ensure timely and high-quality completion
- Coordinate unit turns, remodels, and capital projects in collaboration with maintenance leadership
- Manage outside vendors and contractors to ensure timelines and budgets are met
- Maintain adequate vendor relationships to support portfolio needs
- Monitor inventory usage, tools, equipment, and maintenance spaces
- Ensure a safe, habitable living and working environment at all times
General & Administrative Duties
- Utilize property management software (e.g., AppFolio, Propertyware, or similar platforms)
- Maintain accurate records related to leasing, maintenance, financials, and operations
- Understand and explain lease agreements, applications, and addendums
- Comply with all federal, state, and local laws, as well as company policies and procedures
- Participate in ongoing training related to regulatory or operational updates
- Maintain a professional appearance and dependable attendance
- Provide regular operational reports to leadership
- Perform additional duties as needed to support portfolio success
Qualifications
- Proven experience in residential property management
- Strong knowledge of Fair Housing regulations and landlord-tenant law
- Experience with property management software (AppFolio, Propertyware, or similar)
- Excellent customer service, communication, and conflict resolution skills
- Strong leadership experience with staff training and development
- Ability to manage multiple properties and priorities simultaneously
- Facilities and maintenance coordination experience
- Strong organizational skills with high attention to detail
- Valid driver’s license and reliable transportation