The Property Manager conducts all business in accordance with Gates Hudson & Associates, Inc., established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to apartments.
- Financial
- Assist in the preparation of the annual budget and is responsible for staying within the established budget guidelines throughout the year.
- Ensure routine expenditures are consistent with the property’s owner approved budget. Control purchases and utilizes the approved vendor lists.
- Responsible for processing, approving and submitting all invoices to the Corporate Office for payment on a weekly basis.
- Responsible for maintaining and reconciling petty cash account.
- Ensure that GHA’s strict rental payment polices are implemented and actively pursue delinquent accounts via phone calls, personal visits, etc.,
- Personnel
- With Regional Manager’s approval, hire and terminate on-site staff.
- Train, motivate and supervise all on-site staff in order to achieve operational goals of property.
- Conduct new employee indoctrination and annual performance reviews.
- Review and approve timesheets.
- Conduct on-going training with office staff. This includes leasing paperwork, access accounts payable and receivable system, workplace safety, and any other type of training that may be needed on a daily basis.
- Exercise direct supervision over the entire property staff.
- Administrative
- Investigate and respond to all written resident complaints received by Management.
- Maintain control of the applicant qualification process and approve or disapprove applications in accordance to established Gates Hudson guidelines.
- Control lease accuracy; ensure lease file is in compliance with established Gates Hudson policy and procedure.
- Ensure that all office files and records are in compliance with GHA’s policy and standard business practice.
- Communicate with vendors/contractors concerning work scheduling, billings, vendor relations and certificates of insurance.
- Prepare rent increase Group Edit List for Regional Manager’s approval.
- Review mail, outside correspondence and inter-company correspondence.
- Attend scheduled corporate management meetings and conducts on-site staff meetings.
- Provide clerical assistance such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.,
- Administrative Leasing Duties
- Correctly complete all lease applications and verifications. Notify prospects of results.
- Complete all lease paperwork including related addendums, accept rents and deposits.
- Complete guest cards including any required documentation on all prospects, send thank-you notes and perform follow-up.
- Responsible for maintaining accurate records, logs and operating access data system.
- Produce daily, weekly, and monthly reports using the access data system.
- Inventory office supplies on periodic basis.
- Provide clerical duties such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.,
- Administrative Accounts Receivable Duties
- Adhere to accounts receivables checklist and monthly calendar.
- Collect, verify and post to the automated Accounts Receivable Module in ACCESS resident’s payments.
- Deposit all monies in the bank daily.
- Contact all delinquent tenants, send out reminder letters and follow through with phone calls if payment is not received before the due date.
- Print, review and audit the Delinquent/Prepaid Report, prepare and submit any necessary corrections to accounting department.
- Assess all non-recurring charges i.e. late and legal; move-in fees; administrative fees; pet fees; move-out charges; etc., in accordance with lease, county and state regulations.
- Issue Non-payment Notice or 5 Day Pay or Quit Notice to all delinquent tenants, in accordance with lease, county and state regulations.
- Forward suit list to attorney on all delinquent tenants and when necessary, testify in court in connection with delinquent judgments and possession litigation.
- Examine move-in accounts; ensure all recurring charges are assessed correctly prior to actual move-in occurs.
- Reconcile security deposit returns and move-out accounts; ensure all final charges are assessed and prepare Financial Disposition Form in an accurate and timely manner.
- Process all Vacated Tenant Bad Debt and forward to collection agency, as needed, in an accurate and timely manner.
- Marketing
- Welcome and show property to prospective new residents. Also, handle incoming phone calls and complete appropriate paperwork.
- Review for accuracy of all advertising on a weekly basis or as necessary.
- Promote resident and business referral programs as established under company guidelines.
- Contribute ideas to Regional Manager for marketing property and improving resident satisfaction.
- Resident Relations/Resident Retention
- Maintain positive customer service attitude.
- Promote goodwill among prospects, residents, coworkers, and contractors.
- Review all notices to vacate to determine the cause for move-out. Make sure every attempt is made to save potential move-outs.
- Conduct move-in/move-out inspections with residents.
- Provide supervision of routine maintenance service to residents and follow-up for assurance of resident satisfaction.
- Property Maintenance
- Physically walk and inspect the property on a regular basis; check on vacant apartments.
- Coordinate with maintenance and contractors to ensure timely turnovers after move-outs.
- Monitor and schedule all maintenance activities.
- Oversee and monitor preventative maintenance and energy management inspections and programs.
- Safety
- Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports.
- Ensure that all workers’ compensation claims are reported and proper paperwork is completed.
- Promote safety and security measures in property maintenance to reduce owner liability and increase resident/employee protection.
