Job description

Mazzanti Real Estate Services is seeking a motivated Lead Property Manager responsible for supporting Ownership’s requirements as to the day-to-day operational management and implementation of policies, procedures and programs for a scattered site portfolio across Allegheny County. The Property Manager will emphasize positive responses to the needs of tenants, coordinate work in accordance with Ownership’s goals and objectives and ensure the health and safety of all tenants and staff. Ideal candidate must be well versed in all aspects of multi-family housing systems and processes and will be responsible for all operational and financial aspects of their assigned properties including budget control.

Supervises: Supervises Leasing Consultant(s), Intern(s), Assistant Property Managers and Administrative Support Staff.

Job Summary

**While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.

The Manager is fully accountable for all property operations. The purpose of the Manager is to effectively manage and coordinate persons, activities and available resources in order to accomplish property objectives as set forth by the property supervisor and property owner. These objectives will include maximizing occupancy levels and property values. In addition, the Manager will train the assistant manager to assume all duties of the Manager in the event of the Manager's absence.

Wage/Hour Status Exempt (ineligible for overtime)

Duties and Responsibilities Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to apartments.

Financial

• Creates positive, welcoming and supportive environment of residents, visitors, and property associates
• Prepares and submit timesheets and payroll adjustments
• In conjunction with the director, the manager will assist in formulation of budgets for each upcoming calendar year. The manager is responsible for staying within the established budget guidelines throughout the year.
• Ensures that all rents are collected when due, and posted in a timely manner. Make sure that all checks are reported to the corporate office on a daily basis and delivered promptly.
• Performs evictions, utility cut-offs and landlord liens as required on delinquent rents.
• Attend monthly financial meetings for forecasting expenses, review GL categorization, budget variances, monitoring accounts receivable and maximizing revenue.
• Approve deposit accounting monthly.
• Ensure that invoices are submitted and approved in PNC automation within 48 hours and compliant with GL codes. Responsible for approving high limit invoices in accordance with expenditure forms.
• Submitting expenditure forms for approval.
• Generate necessary legal action, documents and process in accordance with State and Company guidelines.
• Review and post monthly utility charges.
• Serve as the primary point of contact for tenants/owners.

Personnel

• Hires, trains, motivates, supervises, and terminates all property management and administrative staff in order to achieve operational goals of Company and overall portfolio. This includes new employee indoctrination, annual performance reviews, review and approval of timesheets, instructing and advising on-site staff of employee procedures and guidelines.
• Conducts on-going training with office staff; e.g., leasing, workplace safety, and any other type of training that may be needed on a daily basis.

Administrative/Office

• Ensures that lease files are complete and that completion of leases is being executed properly.
• Responsible for office opening on schedule and condition of office.
• Maintains records on all aspects of management activity on a daily, weekly and monthly basis.
• Submits required reports to corporate office on a weekly and monthly basis.
• Resident Relations
• Maintains positive customer service attitude.
• Makes periodic inspections with residents of move-in/move-outs.
• Reviews all notices to vacate to determine the cause of the move-out.
• Initiates and implements policies/procedures to maintain resident communications; e.g., complaints, service requests, etc.
• Monitor Conservice alerts and create work orders for maintenance staff to investigate high usages & follow up with conservice for adjustments.
• Submit incident reports when needed and make leadership aware of any potential insurance claims.
• Auditing website to ensure all marketing, employee photos, pricing and property descriptions are accurate and up to date.
• Lead monthly operations meetings
• Manage billing and accounting related to portfolio expenses.

Marketing/Leasing

• Conducts market surveys monthly and provides trend report information.
• Review and make determinations on rental applications.
• Shops competition and is aware of neighborhood market conditions.
• Welcomes and shows property to prospective new residents. Also, handles incoming phone calls from prospective new residents and completes appropriate paperwork.
• Maintains awareness of market/industry conditions and trends via trade publications, professional organizations, etc.
• Ensure properties are rented to fullest capacity.
• Provide leadership and leasing department with weekly leasing reports
• Confirm Leasing Department is using proper procedures for lease workflow and applications are processed in a timely manner.
• Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.
• Prepare lease renewal batches for approval. Once approved, send proposals to residents via email.
• Oversee move in process for future residents including, preparation of keys and gifts, including key cabinet and move in items are stocked.
• Ensure all marketing material is up to date, organized and stocked.

Resident Retention

• Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management. Alert leadership if unable to rectify the situation.
• Participate in developing and/or implement resident retention programs (i.e., resident functions, special promotions, monthly newsletters, etc.).

Safety

• Reports all liability and property incidents to the corporate office immediately. Ensures that all workers' compensation claims are reported and proper paperwork is completed.
• Manager completes any pertinent safety checklists with maintenance staff.

General

• Performs any additional duties or tasks as assigned by the property supervisor.
• Excellent customer service skills
• Exceptional communication and negotiation skills
• High level of analytical and quantitative skills
• Excellent time management and prioritization skills
• Ability to perform independently, in a changing and multi-tasking environment
• Willingess to participate and lead the Company’s membership in BNI

Qualifications

Position requires at least 3 years of experience in property management; 1 year of experience as manager. Must have background in supervision and successful track record of accomplishments.

Computer Skills:

Excellent computer skills, especially proficient in Appfolio, Microsoft Office (including Word, Excel, Outlook, and Publisher) and website maintenance

Office Equipment:

Calculator, Typewriter, Copy Machine, Fax Machine, Telephone, Key and Surveillance Systems.

Work Hours:

Minimum of 40 hours per week. Must be available evenings, nights and weekends for staffing needs and emergencies.

Education and Training

• High School diploma or equivalent required
• Must carry a Pennsylvania Real Estate License

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year with significant growth potential

Benefits:

• Retirement plan and contribution
• Dental Insurance
• Vision Insurance
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Holidays
• Monday to Friday
• Weekend availability

Supplemental pay types:

• Commission pay

Education:

• High school or equivalent

Experience:

• Management: 1 year (Preferred)
• Property management: 3 years (Preferred)

License/Certification:

• Driver's License
• Pennsylvania Real Estate License

Work Location: Combination of office and remote work

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Pittsburgh, PA 15215: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Management: 2 years (Preferred)

License/Certification:

• Driver's License (Required)
• Real Estate License (Required)

Work Location: Hybrid remote in Pittsburgh, PA 15215

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