Property Manager

(Other titles for this position may include Business Manager, Manager, Community Manager, Community Director)

A Property Manager is responsible for the day-to-day operations of the community and its team members to maintain the operational and financial goals for owners and investors.

A general overview of the job duties includes:
• Recruit, hire, train, lead, and monitor team members (can include Assistant Manager, Leasing Agents, Maintenance Technicians, Groundskeepers, Housekeepers, etc)
• Maintain accurate records and reporting for all aspect of the community including, but not limited to rent collections, leasing and renewals, service requests, maintenance records and resident communications
• Assist in preparation of annual operating and capital expenditure budgets to meet rent growth and expense control benchmarks
• Be knowledgeable of landlord/tenant laws and regulations, Fair Housing and Fair Credit requirements as well as federal, state, and local laws and requirements specific to the property
• Monitor traffic, leasing, and renewals to determine that marketing, advertising, and community outreach is cost effective and successful in meeting and exceeding occupancy and rent goals
• Ensure that lease files and other documents are consistent with records maintained in the property management software system
• Communicate with vendors and suppliers regarding purchases, services, quality of work, submission and payment of invoices for services rendered, and follow up as needed
• Develop consistent communication with residents to address issues and concerns
• Develop and maintain strong resident retentions programs to lower turnover and other related costs
• Conduct regular inspections of unit interiors, vacant units, building exteriors, common areas and amenities to address and correct issues
• Collect and monitor market information (market survey) to maintain up-to-date information of the surrounding communities and submarket

Property Managers are like the captains of a ship. They are responsible for every function related to the operation of the property, even if that function is delegated to another team member. To be an effective leader, Property Managers must have good communication skills, utilize strong time management techniques, be strategic in planning and executing sound business plans, and be customer and service focused. Some apartment communities require a certain level of computer and/or mobile device knowledge and the ability to use property management software to track work orders, maintain the status of vacant units, to communicate with other company employees, and to communicate in a timely manner with prospective and current customers.

 

Leasing Agent

(Other titles for this position may include Leasing Consultant, Sales Associate, Sales Representative, Marketing Associate)

In the apartment industry, Leasing Consultants are the apartment community’s sales representative for prospective and existing residents.

A general overview of the job duties includes:
• Greeting and responding to prospective residents whether in person, by phone, or by email
• Recording communications with prospective residents in the community’s property management system to maintain accurate records and to schedule follow up as needed
• When a prospective resident comes to the community, the leasing agent obtains information to complete a guest card that includes information on the prospect and his/her needs for an apartment
• Touring the amenities with prospective residents (example: pool/hot tub, media room, business center, playground, pet park), common areas (example: mail area, clubroom, common laundry facilities, package delivery lockers), and models or specific move in ready vacant apartment homes, demonstrating the features and benefits of each area
• Have a working knowledge of Facebook, Craigslist and other social media and property management software to advertise the community and availability and to maintain proper, community information
• Ask for the sale (the lease). Have the prospective resident choose an apartment home and determine a move in date, complete an application, pay a deposit and any applicable fees in accordance with Fair Housing guidelines
• Follow up with prospects who do not lease as outlined by company/community guidelines
• Once an application is approved, prepare all lease documents and move in paperwork for signature as outlined in company procedures
• Inspect the apartment home prior to the new move in to ensure that the home is in move in ready condition and that apartment and mailbox keys are available and are in working order
• Obtain resident signatures on all lease documents, collect any rent and pending fees due, provide the resident with a copy of all paperwork and keys, and do an initial walk through of the apartment home with the resident to have them sign off on the condition of the apartment at move in
• Assist with lease renewals, warm calls, and follow up calls to residents during the tenancy to ensure a high level of customer satisfaction
• Monitor and assist with advertising and community outreach to maximize leasing at the community
• Collect and monitor market information (market survey) to maintain up-to-date information of the surrounding communities and submarket
• Assist with resident calls and emails related to maintenance and other apartment related issues

Leasing Consultants help shape the customer experience from the first contact, through residency to move out. Effective communication with both property team members and customers is important since the leasing consultant often is the person who communicates important information between customers and other staff members. Some apartment communities require a certain level of computer and/or mobile device knowledge and the ability to use property management software to track work orders, maintain the status of vacant units, to communicate with other company employees, and to communicate in a timely manner with prospective and current customers.

 

Maintenance Technician

(Other titles for this position may include Make Ready, Maintenance Worker, and Assistant Maintenance)

In the apartment industry, Maintenance Technicians are the apartment community’s front line for completion of repairs on the interior and exterior of apartment and condominium communities. A general overview of the job duties and areas of knowledge needed to be a qualified Maintenance Technician are listed below. Each community will have specific needs and requirements that may include some, all, or additional skills than those listed below. Certifications and licenses may be required for certain levels of repair, installation, and replacement.

• Plumbing repairs/replacement/installation of toilets, sinks, garbage disposals, faucets, hot water heaters, boilers, and pipes
• Appliance repair/replacement/installation of stoves, dishwashers, refrigerators, ice makers, trash compactors, washers/dryers
• HVAC (heating and air conditioning systems)
• Electrical repair/replacement/installation of plugs, switches, breakers, fuses, light fixtures, bulb replacement, garage door openers, alarm systems, access gate system
• Painting (touch up to full paint) of interior units, common areas, and curbs
• Drywall | Sheetrock repair/replacement/installation
• Carpet shampoo and repairs
• Vinyl and Time repair/replacement/installation
• Ceramic tile repair/replacement/installation
• Grounds keeping | Housekeeping to help maintain all areas of the community
• Pool cleaning, maintenance, chemical balance and repairs
• Maintaining parts inventory; ordering supplies
• Completing preventative maintenance on a scheduled basis to maintain and extend the function of all property equipment (appliances, HVAC, water heater, boilers, elevators, pumps, generators, pools and spas, smoke detectors, fire and alarm systems, plumbing, electrical, gates, controlled access areas, and other mechanical systems)

Maintenance Technicians are also responsible for providing professional customer service, have time management skills, and good written and verbal communication to interact with customers and staff members. Some apartment communities require a certain level of computer and/or mobile device knowledge and the ability to use property management software to track work orders, maintain the status of vacant units, to communicate with other company employees, and to order supplies.

 

Groundskeeper | Housekeeper

(Other titles for this position may include porter, grounds maintenance, janitor, maid, cleaner)

Groundskeepers and Housekeepers often help create and maintain a great first impression for prospective and current customers. In apartments and condominiums, the first impression of the grounds, parking areas, office, pool and other amenities, tour paths, breezeways, and the interior of model homes and vacant homes ready for move in, Groundskeepers and Housekeepers are key team members to the success of the community. A general overview of the job duties and areas of knowledge needed to complete the duties required for the positions are listed below. Each community will have specific needs and requirements that may include some, all, or additional skills and duties than the areas listed below. There are communities that combine the tasks for Groundskeeper and Housekeeper into one position.

• Maintain cleanliness of grounds, common areas (ex: breezeways, hallways, mail areas lobbies), amenities (ex: pool, spa, pool furnishings, outdoor kitchens, parks playgrounds, media rooms, laundry rooms), building exteriors, parking areas and offices/community buildings
• Remove trash from office areas, pool areas, laundry and mail rooms and other common areas daily
• Complete and touch up clean vacant apartments being prepared for lease or move in as needed
• Vacuum, shampoo, and complete small repairs of carpet in vacant and occupied apartments
• Clean and maintain pool and spa, check chemical balance as scheduled (may require additional training/certification
• Complete interior and minor exterior touch up paint as needed
• Change HVAC filters, replace sink aerators, change light bulbs, as requested by the Maintenance Supervisor
• Communicate issues found within the community or within vacant and/or occupied homes to the Maintenance Supervisor or Manager for follow up

Groundskeepers and Housekeepers are responsible for providing professional customer service, have time management skills and to communicate with both customers and staff members. Some apartment communities require a certain level of computer and/or mobile device knowledge and the ability to use property management software to track work orders, maintain the status of vacant units, and to communicate with other company employees.