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Property Manager Basic Expectations

Overview: GT Property Managers are totally accountable for all daily operations of their assigned community. The expectation of the Property Manager is to effectively manage and coordinate their team, schedule, and available resources in order to accomplish community goals as set forth by the Chief Operating Officer and Owner. These goals will include maximizing occupancy and revenue levels while maintaining the physical property with dedication and care.

Duties & Responsibilities: Be knowledgeable of and conduct business in accordance with GT policies and procedures. Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other Federal and State laws.

Financial

• Participate in annual budget creation. Make informed and well researched suggestions during the budget process. Maintain the established budget guidelines throughout the fiscal year.
• Monitor progress through weekly declining budget reports and monthly financial review. Report on any variances.
• Post and collect all rents when due.
• Make all bank deposits immediately and report totals to the corporate office daily between the 1st and 5th of the month.
• Perform evictions and submit collections as required on delinquent rents.
• Constant vendor/contractor communications concerning work scheduling, billings, vendor relations.
• Review, approve and submit all invoices received at the property to corporate office for payment weekly.
• Actively increase renewal rates and market rents were applicable.
• Pursue ancillary income.

Team Management

• Recruit and interview applicants in order to maintain adequate staffing. Recommend staffing solutions and participate in hiring decisions with Chief Operating Officer. Make employment offers with approval of Chief Operating Officer.
• Schedule team members and ensure staffing for all operating hours.
• Accurately complete new hire paperwork and immediately submit to corporate office.
• Train, motivate, and supervise all community team members in order to achieve goals of community. This includes new team member training, ongoing performance evaluation, review and approval of timesheets, instructing and advising team members of GT policies and procedures. Provide regular feedback to under-performing team members. Facilitate disciplinary procedures and documentations with guidance from the Chief Operating Officer.
• Conduct on-going training with team through regular team meetings. Monitor online training modules for team compliance.
• Order team uniforms and nametags and monitor team members dress code compliance.

Marketing/Leasing

• Ensure monthly market surveys are completed, review with leasing, and provide trend report information to Operations Coordinator. Make rental rate and special recommendations Operations Coordinator based off market survey information. Shop competition and be aware of market conditions.
• Tour community to future residents. Handle incoming phone calls from future residents and complete guest cards. Respond promptly to after hours and weekend inquiries.
• Review all marketing sources and website monthly. Review and perform market audit and make changes before the first of each month.
• Monitor marketing collateral and guest cards. Request replenishment one month in advance.
• Lead daily leasing meetings, review all traffic, analysis viability, and perform manager closes on difficult traffic.
• Monitor occupancy trends and leasing traffic to assist in projecting revenue and occupancy goals.
• Supply leasing team with availability, pricing, and make ready dates for vacant and n notice apartments.

Resident Experience

• Maintain a positive attitude in interactions with team members, residents, and future residents.
• Review all notices to vacate to determine the cause of the move-out.
• Initiate and implement policies/procedures to maintain resident communications; e.g., complaints, service requests, newsletters, texts, notices etc.
• Respond to all resident communication in the same day as received.
• Execute all scheduled resident events within the perimeters of the assigned labor plan.
• Maintain coffee and amenity areas to the highest standard.
• Inspect all amenity areas daily to ensure consistent resident satisfaction.
• Overmanage the unique details of their assigned community and act as a brand ambassador for the building.
• Ensure delivery of consistent and flawless service by constantly monitoring concierge job performance and creating training opportunities.

Maintenance

• Physically walk and inspect community daily; walk vacant apartments weekly.
• Maintain makeready board. Coordinate with maintenance to ensure makeready checklists are being completed.
• Walk all scheduled move ins to inspect condition and ensure timely delivery.
• Monitor and schedule all maintenance activity and ordering.
• Inspect all move-outs immediately upon move out and bill for damages.
• Coordinate preventative maintenance with onsite team.
• Review open service requests daily with maintenance. Close all completed work and follow up with resident.

Administrative/Office

• Review all lease files for accuracy. Approve completed leases and ensure proper execution.
• Be responsible for opening offices on schedule, appearance of office, tour path, and model apartment.
• Attend scheduled management meetings, including but not limited to financial review, monthly trainings, and weekly conference calls. Participate fully in all meetings and take actionable steps to implement instructed directives and feedback.
• Maintain management records and binders for permits/contracts, management processes, leasing information, emergency procedures, reservation records, communication log, concierge binder, and any others as deemed necessary for business.
• Submit required reports in a timely manner according to reporting schedule.
• Maintain proficient skills in all software systems necessary to complete goals; AppFolio, Bluemoon

Safety

• Report all possible liability events and incidents to the Corporate Office. Ensures that all possible workers' compensations claims are reported, and proper paperwork is completed. Submit written incident reports in a timely matter using the provided format.
• Complete pertinent safety checks regularly with maintenance team.