Boutique Division Portfolio Manager
We are seeking an experienced Portfolio Manager for our Boutique Division. The individual will oversee 5 small communities between approximately 90 to 150 units. Must be a self-starter with strong customer service and leasing skills.
We offer our team members health insurance, 13 paid holidays (including your birthday) and 120 hours of PTO awarded after 90 days. This position includes a cell phone and auto allowance. Must be a strong leader and sales person!
Position Description
Overall responsibilities include ensuring their apartment community achieves maximum pre-determined marketing results. Implement company policies in leasing, accounting, maintenance, resident relations and management reports. Has authority and responsibility to perform the functions and tasks described in the job description.
TEAM MANAGEMENT:
- Hires, trains, coaches and counsels all on-site personnel with the assistance of the Director of Human Resources and Regional Manager. Directly responsible for overall supervision of entire team including both office and maintenance.
- Reviews and conducts all interviews and with approval of Regional Manager, sends all pre-hire paperwork including employment application, signed background check consent form and a copy of the applicant’s social security card and photo id to Director of Human Resources or Regional Manager for processing and hire approval.
- Reviews, approves, and submits all bi-weekly payroll in a timely and accurate manner.
- Reviews all bonuses monthly and provides to Regional Manager in a timely manner for approval and then enters in payroll system.
- Work closely with Maintenance Supervisor to ensure all units are being turned in a timely manner including scheduling vendors as needed, performing unit walks on a regular basis to determine how the turn process is progressing, assist with updating turn board, and performing final inspections.
- Work closely with the leasing team to make certain all vacant and on notice units are being marketed and advertised as needed, including ongoing reviews of the community’s website and all online advertising sources. Make certain the team is consistently posting on all social media accounts and utilizing Craigslist, Facebook Market Place, and any other form of free advertising. Take initiative to seek out alternative forms of advertising.
- Review online training course assignments monthly and ensure team is completing courses in a timely manner as assigned.
- Ensure safety classes are conducted monthly and team is adhering to all safety and OSHA requirements.
- Adhere to and follow all Workmans’ Comp claim policies including submission of all forms in a timely manner.
FINANCIAL PERFORMANCE:
- Collection of all budgeted income utilizing industry standard and/or company procedures
- Maximize gross rent potential by raising market rents as much as possible through analysis of competitive market, availability, and pending renewals.
- Monitor community preleased numbers and market conditions to suggest any necessary changes to market rents or leasing incentives to ensure the community always maintains an occupancy of no less than 95%.
- Minimize vacancy loss by ensuring all apartments are market ready as quickly as possible and apartments are not held vacant more than 7 to 10 days.
- Maximize renewal rent increases by analyzing occupancy trends, current and potential exposure as well as current market rates as compared to in place rates
- Minimize delinquent rental losses by performing consistent daily and weekly collection attempts in accordance with state and federal guidelines. If community has a Bookkeeper or Assistant Manager that oversees collections, the CM should meet with them throughout the week to review status of collections.
- Maximize other and miscellaneous income by ensuring all required fees are charged and collected.
- Act as the custodian for petty cash including dispensing of cash for validated receipts. Petty cash must be reconciled monthly and submitted for reimbursement to accounting.
- Review expense budget and projections weekly to ensure community is on target achieve budgeted goals.
- Enter and review all purchase orders prior to approving any order.
- Ensure that proper G/L codes are utilized when entering purchase orders.
- Review, enter and approve all AP consistently so invoices are paid in a timely manner.
- Review all utility bills for accuracy and charge back any utilities to resident(s) as needed.
- When completing major projects as budgeted, prepare a scope of work and obtain bids from 3 vendors according to said scope of work. Prepare bid comparison form and submit to Regional Manager for approval.
- Review G/L weekly to ensure all invoices were properly coded and correct any coding errors immediately.
- Review Income Statement weekly to ensure all invoices for monthly services have been submitted for payment. It is your responsibility to contact vendors if you have not received any invoices.
- Reasonable attempts should be made to gather all invoices for services rendered and goods purchased within the current accounting month. If accruals are required, they should be submitted prior to month-end for any invoices not received prior to close-out. Review each G/L category on Income Statement as well as any open purchase orders and complete Accruals Form. Send Accrual Form to CFO on or before the 1stof each month.
- Review Preliminary Financial Statements upon receipt to ensure all reclasses and accruals were properly documented.
- Prepare detailed Variance Report as required and submit in a timely manner.
OTHER COMMUNITY PERFORMANCE FACTORS
- Complete Fair Housing course annually via online training platform.
- Ensure all team members have completed Fair Housing annually via company designated online training platform and that all Fair Housing requirements and laws are being adhered to by the entire team in all facets of their job.
- Ensure all team members have taken necessary classes as required by local, federal, and state law. For example, Florida requires a human trafficking course for all team members.
- Perform all leasing functions as needed
- Review all rental applications to ensure accuracy of all information including financial information and that said information listed on the application matches what was entered into credit screening software. Review paystubs for accuracy and authenticity and make sure all applicants meet income requirements. Regional Manager and/or COO should review all declined applications unless the applicant(s) does not meet income requirements. If an applicant(s) has failed due to criminal background check, refer this matter to the COO for review immediately. Do not decline applicants until the review process has been completed and you have been advised of the outcome.
- Review all move-in files for accuracy including a copy of active renters’ insurance and a completed Pet Interview Approval Form if resident has a dog.
- Verify utilities have been transferred or activated by resident.
- Ensure leasing team is entering all traffic in management software system in a timely manner and following up with each prospective resident consistently to increase closing ratios.
- Perform weekly and monthly site inspections to ensure community is clean, green and meets or exceeds company standards for curb appeal.
- Buildings and grounds should be inspected regularly for any deficiencies or safety hazards and proposals should be obtained to rectify situation immediately. Notify Regional Manager of any deficiencies immediately.
- Prepare and submit Incident Reports in a timely manner including providing all required information as outlined on reporting forms.
- Meet with residents as needed to ensure exceptional customer service at all times
Job Type: Full-time
Pay: $52,000.00 - $57,250.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Property Manager: 2 years (Required)
- Entrata: 1 year (Required)
- Financial management: 1 year (Required)
- Leasing and Sales: 2 years (Required)
License/Certification:
- Driver's License (Required)
Work Location: In person
