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The Donaldson Group
Job Description

Job Title: Property Manager
Reports To: Regional Property Manager
FLSA Status: Exempt

SUMMARY OF ESSENTIAL DUTIES

The primary role of the Property Manager at The Donaldson Group is to supervise the implementation of the approved management plan for each of the properties assigned to include:

  • Maintain the physical appearance of the property.
  • Maintain budgeted occupancy.
  • Manage resident relations and retention.
  • Lead, coordinate and supervise all site personnel at the community.
  • Meet federal, state and local property rules and regulations.
  • Maximize the Gross Potential.
  • Monitor and control operating costs according to the approved budget.
  • Reduce excessive fuel and utility consumption.
  • Manage vacancy day loss, bad debt and delinquency.
  • Assist in the preparation of the annual budget.
  • Prepare monthly variance report.
  • Telework possible upon approval from Regional Manager.
Supervising
The Property Manager directs the activities of all personnel in accordance with the Regional Manager's instructions and guidelines.

Reporting
The Property Manager reports directly to the Regional Property Manager. The Property Manager has direct oversight of all on site personnel, with the exception of construction personnel.

The following people report directly to the Property Manager unless otherwise directed by the Regional Property Manager:
  • Assistant Property Manager/Bookkeeper
  • Leasing Consultant/Leasing Manger
  • Maintenance Technician/Service Manager
Customer Service
  • Keep the Donaldson Group Promise, providing the best possible customer experience for clients, residents, vendors, internal associates, etc.
  • Conduct all business in adherence to Fair Housing Law.
  • Follow-up on routine service calls to ensure resident satisfaction.
  • Show apartments in accordance with federal, state, local and company policies.
  • Answer the telephone professionally and in a timely manner.
  • Complete tasks in a prompt and professional manner.
  • Greet prospects, residents, vendors and all customers utilizing excellent customer service.
  • Build and maintain a positive rapport with all applicants and residents.
  • Conduct follow-up with prospective residents.
  • Respond to and resolve resident complaints as needed.
  • Plan and execute resident functions as allowed by the budget and resident retention needs.
  • Communicate with, listen and respond to co-workers and customers.
  • Lead by example, motivating the entire team to keep the Donaldson Group Promise.
  • Take advantage of opportunities to go above and beyond for all customers.
Employee Management
  • Supervise, train, coach and schedule all team members.
  • Ensure team members have necessary safety and skills training.
  • Establish goals for staff.
  • Conduct daily staff meetings to review goals, objectives, and team assignments; lead problem solving sessions as needed.
  • Regularly inspect work of staff for quality control purposes.
  • Investigate and report employee injuries in accordance with Workers Comp policies and procedures.
  • Ensure adequate property coverage during and after business hours (on-call).
  • Make staffing recommendations regarding subordinate positions.
  • Manage staff schedules to ensure adequate site coverage.
  • Conduct outreach to fill open positions. Interview and consultation with Regional Property Manager, hire the best applicant.
  • Prepare new hire documentation in accordance with Human Resources policies and procedures.
  • Perform employee reviews and recommend salary increases for all property personnel.
  • In coordination with Regional Property Manager replace, reassign, promote and conduct disciplinary action or termination, as necessary.
  • Prepare and submit monthly leasing commissions and quarterly team excellence bonus submission.
  • Ensure employee training requirements per company guidelines are met.
  • Lead staffing, training and development initiatives for the property to ensure the best talent is part of the property.
Maintenance of Physical Asset

  • Maximize the value of the property with systemized operations.
  • Assist in the preparation of annual property budgets.
  • Maintain the physical appearance, curb appeal and upkeep of the property.
  • Work closely with contractors and vendors to remain up-to-date on all prices, equipment and services.
  • Prepare and lead all property inspections.
  • Review service requests logs to identify patterns and to ensure service requests are being completed in a timely manner.
Safety, Compliance & Emergency Planning
  • Ensure adherence to federal, state, local and company policies.
  • Meet OSHA safety standards, by maintaining:
    • SDS Book and adhering to "Right to Know" standards.
    • First aid kit and eye wash stations.
    • Availability & functionality of Personal Protective Equipment (PPE).
    • Lock-out/tag-out kit.
    • Other safety programs, training, and equipment as assigned.
  • Know and document location of all utility shut-offs, fixture shut-offs, and sewer clean-outs.
  • Assist in prompt correction of lighting deficiencies in common areas.
  • Assist in ensuring that key control measures are strictly followed.
  • Assist in ensuring prompt removal of snow from all designated areas.
Planning & Inspection
  • Make recommendations for capital improvement projects.
  • Investigate products, services and vendors for the benefit of the property.
  • Evaluate service, quality and price of services, product and equipment.
  • Obtain and recommend contracts for services and materials as directed.
  • Ensure that contracts and approval comply with company policies and procedures.
  • Review project conference reports (e.g. owners meeting notes, property inspections) and ensure that corrective action is taken, if necessary.
  • Ensure implementation of preventative maintenance program.
  • Perform regular inspections of common areas and grounds.
  • Ensure leasing office, tour path, vacant apartments, amenities and general curb appeal of community meets or exceeds company expectations.
  • Perform quality control inspections to ensure The Donaldson Group standards are being met.
Directing
  • Conduct staff meetings as necessary to review policies and procedures, discuss goals and objectives, staffing, review reports and assist in problem solving.
  • Ensure the completion of lease paperwork in accordance with company policies and have a comprehensive knowledge of lease procedures and processing for federal, state and local jurisdictions.
  • Ensure execution of resident retention plans.
  • Investigate and respond to all resident complaints in a timely manner.
  • Review all advertising for accuracy and recommend advertising needs to Regional Manager.
  • Attend all meetings, events, and trainings, as directed.
  • Attend scheduled Owners' meetings, as directed.
  • Complete weekly site inspections with written documentation.
  • Plan and execute resident functions in accordance with the budget and resident retention needs.
  • Coordinate evictions with local authorities.
  • Investigate and report employee injuries in accordance with Workers Comp policies and procedures.
  • Prepare an emergency plan for the property and review it regularly with the site staff.
  • Inform Regional Property Manager or other corporate employees of emergencies, injuries, incidents, or accidents as needed.
Controlling
  • Prepare weekly rental reports and ensure accuracy and timeliness.
  • Prepare monthly property lease renewals.
  • Prepare resident notices as needed (e.g. preventative maintenance, fire alarms).
  • Prepare cash reports in accordance with policies and procedures.
  • Prepare petty cash reconciliation.
  • Processing of payables, payroll and bonus submissions.
  • Represent property in court for rent and civil issues.
  • Analyze weekly reports for trends and goal achievement.
  • Approve purchase of materials and services within authorization level.
  • Prepare all invoices for payment within authorized level.
  • Forward any invoices over authorized amount to proper level for approval.
  • Ensure that timely and accurate monthly close-out procedures are completed.
  • Monitor and maintain the operations of the rent collection system to include control of delinquent rents.
  • Ensure accurate and timely recording of notices to vacate, move ins/move outs.
  • Review and approve all lease packages and sign all lease agreements.
  • Review all denied lease applications with Regional Manager prior to rejection notification.
  • Control lease accuracy in compliance with established procedures and provisions of the lease agreement.
  • Ensure timely completion of unit preparation for occupancy and compliance with standards.
  • Inspect all vacants to ensure they are in rent-ready condition.
  • Provide follow up to ensure resident satisfaction with routine maintenance services...... click apply for full job details