The Property Manager (PM) is charged with the day-to-day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained building, placing maximum emphasis on positive response to the concerns and needs of the tenants, environmental health and safety, and quality and positive relationship with the owner.

Property Manager Job Description

Reports To: Director of Operations

Purpose

The Property Manager (PM) is charged with the day-to-day implementation of those policies, procedures, and programs that will assure a well-managed, well-maintained building(s), placing maximum emphasis on positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination and conjunction with the Owner's goals and objectives.

Scope

• Operational Management

The PM is charged with day-to-day operational management of all aspects of the properties to assure maintenance of approved quality standards. The PM shall also prepare, coordinate, and ensure that all fire, life safety and other safety programs are established. The PM is charged with the management of the work order process for assigned properties.

• Property Maintenance

The PM is charged with the supervision of ail maintenance programs relating to the interior and exterior conditions and appearance of the properties. The PM ensures that the property is maintained in an appropriate and cost* effective manner. The PM effectively negotiates all vendor service and capital improvement contracts. Final approval for maintenance more than $500.00 must receive approval from Director of Property Management and Ownership. Property inspection report of each property, due to the Director of Property Management by the 20th of each month. Make ready time frame of 5 business days must be achieved. Make ready remodeling schedule must be adhered to according to scope of work and contractor time frame commitment. Renovation unit time frame should not exceed 10

business days.

• New Leases/Lease Renewals/Retention

The PM is responsible for showing vacant properties, creating New Leases, and Lease Renewals. Ten (10) day maximum goal of leasing vacant properties must be achieved. Perform New tenant move-in orientation end review tenant handbook. Maintain monthly retention rates of 65% and occupancy rates of 93%.

• Tenant Relations

The PM is responsible, always, for a positive and prompt response to requests from building tenants and for the implementation of ongoing contract programs to constantly assess tenant needs and to assure problems are being solved promptly and to the mutual benefit of the tenant and the properties. Follow-up on completion times for work orders and ensure tenant satisfaction of work orders. Tenant past due collection efforts are to be addressed daily. Set tenant retention goals with Director of Property Management. Maintain 95% tenant satisfaction based on maintenance requests, tenant issues, etc.

• Contract Services Administration

The PM is responsible for the selection of contract services, vendor negotiation of service agreements and has the authority to direct the day-to-day monitoring of vendor performance to assure full compliance with standards established within the service agreement and scope of work and timely completion of contracted work. All contract services agreements must be approved by the Director of Property Management.

• Planning

The PM shall develop and administer the Property Operating Budget, subject to the approval of the Director of Operations, for the property. 

• Statistical Analysis Reporting

The PM shall be responsible for the collection, analysis and reporting of such statistical data as may be required to provide accurate and current assessment of property management objectives.

• Financial Management

The PM is responsible for the day-to-day financial management of the properties and maintenance of all necessary financial records and files.

• Owner Representation and Accounting Relationships

The PM is responsible for ongoing communications with the Owner's Representative of the properties and the appropriate accountant. PM will ensure that all bills, receipts, and tenant payments are accurately posted to owner statements prior to Director of Property Management processing owner payments. Achieve annual retention rate of 100%.

• Public Relations

The PM shall maintain a positive image of himself/herself, the property, Waller Group Property Management LLC, and the client always in the community. The PM shall strive to attend and participate in outside or in house activities, meetings, organizations, regulatory agencies, etc., as approved or directed by the Owner's Representative or Director of Property Management, to enhance this image.

• Company Growth & Development

Attend social and professional events targeting property owners for property management opportunities.

• Personal Development

The PM is expected to implement, control, and become thoroughly conversant with, and be knowledgeable of (but not limited to), the following aspects of Property Management:

• Tenant Relations

• Contract Service Administration

• Maintenance Engineering and Preventative Maintenance

• Energy Management

• Accounting and Finance

• Budgeting

• Property Inspection Reports – Due Monthly by the 15th

• Security

• Emergency Procedures

• Policy Manual and Administration

• Representative Relations

• Insurance

• Operations Sequences

• Personnel Administration

• Training

• Employee Relations

• Tenant Rent Collections

• Tenant Improvements/Capital Remodeling Projects

• Business Plan and Property Operating Budgets

Summary

In the execution of the responsibilities, the PM is held accountable for his/her independent action(s), within the guidelines of the Position Description, Property Operating Plan and Budget, with primary emphasis on visible, hands-on management of the properties.

To facilitate good communication and meet other job requirements, the manager shall be required to use a cellular phone always to respond promptly to emergencies or for other vital communications, except when prior arrangements have been made and approved for vacations or other time off.

The PM may need to make use of their personal vehicle for work related duties; therefore, the manager shall maintain a current driver's license in the state of employment and shall always maintain appropriate insurance.

Key Performance Indicators

Maintain 92% Occupancy (Excludes Rehabs)

Maintain 85% Economic Occupancy

Maintain 65% Renewal Retention

Maintain 5% Rent Increase YOY

Maintain 30% Conversion Ratio For Leasing

Monthly Owner Reports — Due by the 5th

Prepare & Assist with Budgets

Manage Delinquency Under 5% Monthly (Excludes CDC Orders)

Maintain 85% Approval Ratings Reputation Management