Regional Property Manager A rapidly growing property Management Company is expanding into the Cincinnati, OH and Louisville, KY area is currently seeking a candidate for Regional Property Manager. A market-rate portfolio of several deals exist currently that will expand quickly. We offer a generous compensation package to include excellent benefits, health benefits and a matching 401(k) retirement program.
The ideal candidate must demonstrate ability to oversee the overall day-to-day operations of assigned properties, hire qualified site staff and have the ability to understanding and meet ownership investment objectives. Candidate must be capable of comprehensive supervision of personnel, properties, marketing, financial and maintenance functions.
Bachelor's Degree and Real Estate License/Broker Preferred.
SCOPE AND PURPOSE
To report to the Executive Vice President of Operations or other designated party and be responsible for the overall day-to-day operations of assigned properties, including comprehensive supervision of office, marketing, financial and maintenance functions at multiple sites. The Regional Property Manager shall be responsive to the various managers and to corporate officers/managers and staff in their respective areas and shall be responsible for practicing, disseminating to front-line supervisors and consistently reinforcing the Continental Management’s philosophy and process of respect-based property and personnel management to achieve the owners’ objectives for the property assets. They will typically report to the Executive Vice President who will mentor and provide guidance as needed. This position will have a larger number of properties and sometime one or more Area Managers under direct supervision and oversight.
The Regional Property Manager is directly responsible for the following:
- Hiring and overall supervision of all site staff; including initial screening and interviewing for all administrative staff, maintenance supervisors, and leasing staff where appropriate. Parts of the process may be delegated to appropriately trained site property managers where applicable and with validation that required training and skills are in place. The hiring process must be carried out in accordance with company policy.
- Be responsible for day-to-day operations, including proper and full staffing. Ensure that initial on-site orientation for all new administrative and supervisory employees, including maintenance supervisors is completed by a trained staff person and ensure building’s supervisor does the same for all maintenance/janitorial/service staff. Follow all EEOC rules relating to fair employment practices.
- Interface with the Human Resources Manager (coordinator) for scheduling of the presentation of new hire packages by trained and authorized staff.
- Preparing and presenting comprehensive, timely performance evaluations per company policy.
- Requesting/arranging/providing appropriate training for all personnel.
- Coaching, setting expectations, holding accountable for meeting expectations, and supporting site staff.
- Initiating and assuring that front-line supervisors initiate timely, appropriate progressive discipline as needed. This includes drafting (or reviewing drafts by front-line supervisors) disciplinary and/or probationary letters to personnel and providing comprehensive back-up for the regional office and HR review as needed.
- Initiating timely, appropriate terminations of employment if necessary and according to policy, and assuring accurate, timely processing of final pay determinations as directed by the Human Resource Department and in compliance with state and federal regulations, and including any procedures established by the corporate office.
- Oversee timely, accurate preparation of payroll time sheets and approve all payroll time sheets, including overtime, for bi-weekly submission to designated staff. Collaborate with site managers on all payroll issues before presenting them to the regional office for approval.
- Assure appropriate, consistent supervision of on-site staff by respective front-line supervisors, holding those supervisors accountable for meeting supervisory performance expectations, as well as EEO supervisory expectations
- Supervision of all site accounts payable and accounts receivable functions.
- Be familiar with all procedures and requirements of accounts payable and receivable and assure their training for appropriate staff, implement and confirm consistent, ongoing application at the site level.
- Monitor rent collections and landlord/tenant court action status. Supervise all arrears and collection attempts.
- Systematically review petty cash accounting at the site level and confirm adherence to Continental Management policy and procedures in use and maintenance of petty cash.
- Establish and maintain good vendor relations and accounts in cooperation with the building’s staff.
- Ensure vendor invoices are processed for timely payment and according to operational procedures including petty cash, postage and expense reimbursements, and approve payment on all appropriate invoices as processed by site staff.
- Ensure up-to-date, accurate vendor files are maintained on site.
- Ensure all outside vendors provide proper insurance documentation and maintain insurance files on site for regional review.
- Assure timely compliance with all reporting deadlines, i.e. accounts payable/accounts receivable, open items, vacated arrears, etc. to Regional Office.
- Review/approve bad debt write-offs up to $2,500.
- Review all open items and vacated arrears reports. Follow-up on items needing attention and make decisions concerning stipulations and closing collection cases.
- Review and approve site expenses for the site staff for amounts over their approval limit and up to spending limit according to approved budget and up to $5,000 or such other amount as designated by Regulatory Agreements or Partnership Agreements.
- Assure staff is up to date on site-based A/R entries and that the month closing is completed and on time.
- Drafting (or reviewing if site staff prepares) and tracking all financial overview and budget documents.
- Comprehensively review site drafts for accuracy and prepare annual operating and capitol budgets and be responsible for staying within budgetary guidelines for items within your control. Also ensure capitol budget items are completed as scheduled to proper standards and ensure site staff’s full understanding of budget goals and details.
- Review monthly income statements and prepare (or reviewing if site staff prepares) monthly variance analysis reports (Financial Overviews) for submission by the 20th of the month. Maintain Variance reports Monthly from Community Managers and review to advise on tactical changes.
- Solicit and pursue capital investments that will enhance property value through operating cost savings or revenue improvements. Monitor capital balances and assist with capital needs analysis. Request refunding from reserves as needed for cash flow.
SPECIFIC SITE ADMINISTRATIVE/FINANCIAL OPERATIONS
- Supervision of all administrative and tenant relations functions.
- Provide sufficient, consistent and comprehensive information to the central office to assure that the sites’ status is always accurately reflected.
- Oversee the smooth transition and proper standard of apartment turnovers.
- Report all requests for reasonable accommodations that exceed the Regional Property Manager’s level of approval authority to the regional office using Continental Management operational procedures and providing recommendations for approval, disapproval, or alternate accommodations. Assure the timely processing of requests at the site level, and the timely implementation of approved requests.
- Initiate region level policies, procedures, forms, schedules and/or controls, with the approval of designated supervisor to properly manage the staff and physical sites.
- Maintain a continuous list of project needs and concerns, administrative - including computer needs, physical needs, and assure timely follow-up on all open issues.
- Assure timely responses to and compliance with all site audits, whether generated for in-house use or required by federal, state or municipal agencies. Be responsive to the Compliance Manager in implementing and completing any required action plan when sites receive material non-compliance citations.
- Review and approve all administrative and maintenance contracts in accordance with Continental Management policies and procedures.
- Review move-in files for approvals and/or rejections, before lease signing until employee skill/training is confirmed, then after lease signing on a regular basis to audit eligibility, comprehensive and consistent screening, and waiting list compliance.
- Assure compliance reporting (if applicable) - monthly, quarterly, annually - is timely and accurately sent to regulatory agencies.
- Conduct meetings with rejected applicants who request a review of the rejections and provide timely written follow-up to those meetings.
- Meet with appropriate agency representatives to develop and maintain a rapport/positive working relationship and to confirm responsiveness to agency requests and their responsiveness to our requests, etc.
- Assure that the unit inspection process is appropriately trained, implemented, maintained and audited at each site.
- Work towards professional designations per the employee growth plan and take such outside training to further enhance skills and keep current with program changes and as directed by their supervisor.
RESIDENT/LANDLORD RELATIONS AND SITE CONTROL
- Ensure that all resident complaints are handled expeditiously, diplomatically and professionally and within 24 business hours of complaint.
- Confirm that residents are fully and properly notified of all issues that affect their tenancy consistently review written correspondence issued/to be issued to assure proper tone at all times.
- Be thoroughly familiar with each site lease and enforce the House Rules and Regulations of the site as well as the Pet Agreements and any regulatory programs in place. Assure that significant violations of either are comprehensively and appropriately documented. Attend court proceedings, if required.
- Attend and control any/all resident meetings, as required. Approve holiday party expenses and ensure these events take place and are presented up to company standards.
- Ensure proper service to residents by regular, thorough review of service request logs and follow-up on completed requests with the site staff, who should make periodic follow-up phone calls to residents regarding their recent service experience. Establish expectations for and confirm proper service mentality in all staff dealings with residents.
- Supervise appropriate building security measures, incident documentation, lease violation reports and proper notification of management, owner and/or insurance carriers where necessary.
- Ensure consistent, accurate, and timely incident reporting per standard operating procedure.
- Assess the needs of the property regarding security installations, make recommendations, and promote community watch programs.
- Assure implementation of and confirm ongoing compliance with appropriate procedures and policies for the management of hazardous materials.
- Supervision of day-to-day maintenance operations processes and standards.
- Conduct regular comprehensive exterior/interior physical inspections with written record for presentation to the regional manager/officer. Document goals for the site staff, including areas in need of improvement (i.e. apartment turns, service request procedures, general cleanliness, etc.).
- Develop, implement, and assure continued implementation of preventive maintenance programs, coordinating with and being responsive to the Director of Technical Services, if applicable. Develop appropriate schedules and formalize the program in writing.
- Assure that multiple bids for both upgrade contracts and service contract work are obtained and properly presented to the vice president of operations for approval (minimum three bids).
- Confirm and process specifications for general maintenance service contracts and repairs in cooperation being responsive to the facilities manager, if applicable.
- Schedule, implement and maintain records of all site specific programs such as inspections, apartment upgrades, cycle paintings, etc. in cooperation with the site staff.
- Ensure the smooth coordination of all move-in/out schedules and the timely turning of vacant units.
- Assure compliance of contracts with outside vendors for all work being performed at the sites.
- Ensure implementation of all pest control programs.
- Ensure appropriate market rate standards are met with respect to building cleanliness, apartment turns, amenity presentation/curb appeal for all sites at all times.
- Ensure apartment standards books are current and approved and are used by site staffs as intended.
- Work with in-house staff, regional or central office support, or outside third parties to develop specifications for major capital upgrades/improvements for your sites. Solicit competitive bids for approval (minimum three bids).
- Oversee all upgrades/repairs, with the input of central office support if necessary.
- Ensure monthly building inspections are performed and submitted by site staff.
- Interface with central office support staffs on issues relating to regulatory and building code requirements, including health safety and environmental issues.
- Encourage and arrange for additional training for all maintenance/janitorial staff, either on-site or off, for additional technical training, as needed and in accordance with the educational reimbursement program.
- Ensure a proper inventory system is in place and is being implemented by the Community Manager.
- Ensure proper key control systems and procedures are in place at all times at sites.
- Attend any agency hearings regarding building violations. Follow-up on all outstanding violations and work to eliminate penalties, where possible.
- Ensure all logbook procedures (e.g. service requests, key authorization, etc.) are properly and timely maintained by site staff.
- Ensure preparation and implementation of emergency preparedness plans.
- Ensure maximum economic rents are achieved through active rent level management, general and targeted outreach methods, assurance of leasing skills, and resident retention programs.
- Develop cost effective traffic generation programs including advertising, referrals, and employer outreach sufficient to address expected turnover.
- Assure staff training either in house or by appropriate third parties in all leasing skill areas; including phone capture, qualification of needs, show, close, follow up, value enhancement, amenities as benefits, overcoming objections, and understanding of site leasing manuals.
- Assure all staff members are fully familiar with competitive properties through preparation and review of comp data sheets and weekly updates of local rent and occupancy levels.
- Assure accuracy of regular leasing reporting.
- Arrange regular shops of each staff member, with written reports, to help measure and improve leasing effectiveness.
- Personally shop all competitive properties and stay abreast of market trends regarding new developments, upgrades of competitive sites and local economic impacts on residential real estate such as job creation, population changes, retail development, transportation access, etc.
- Confirm staff skills re move-in orientations, use of resident handbooks, and renewal communications.
- Maintain real estate license to be able to negotiate and sign leases, as required by State Statute.
PHYSICAL DEMANDS These may include, but are not limited to, special assignments from the President/Executive Vice President of Operations and or the central office. The special assignments may be regional in scope or may be outside the region, having an impact on the business in general. Asset Management duties may also be assigned as needed.
SPECIAL PROJECTS AS ASSIGNED
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations must be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is required to stand, walk, climb steps, sit, use hands to finger, handle or feel; reach with hands and arms and stoop, kneel, crouch or crawl. The employee is occasionally required to lift up to 25 pounds and to have a valid drivers license and to have reliable transportation to visit communities on a daily basis.
Job Type: Full-time
- Real Estate License/Broker