Property Manager

Posted on Jan 09, 2019

Company: All Seasons, LLC CRMC

Location: Colorado Springs, CO

Type: Full Time

Category: Property Manager

Description:

Classification:
Exempt

Title:
Property Manager

Reports to:
Vice President/Managing Broker

JOB DESCRIPTION

Summary
Under the direct supervision of the Vice President and Managing Broker, this position oversees a diverse property management portfolio.  The Property Manager interacts with Homeowners, Residents, Applicants, Vendors and the public for All Seasons, LLC CRMC.  This position is responsible for Homeowner and Resident communication, coordinating property move in/out videos and vacancy turn-over. The Property Manager will complete the following duties: Oversee maintenance to include large projects, property assessments, coordinate entry to properties, oversee HOA complaints, administrative upkeep of files, and approval/denial of applications. Independent judgment is required to plan, prioritize and organize a diversified workload; a calm demeanor is required to maintain priorities in possible emergent situations. A high value is placed on this position, as this employee’s productivity and professionalism is vital to the success of All Seasons, LLC CRMC. A high level of trust and judgment is placed in this position. The Property Manager must establish a professional relationship with both Homeowners and Residents.  This position must maintain professionalism and provide expedient and efficient customer service at all times.

 ESSENTIAL FUNCTIONS

(*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions*)

1. Expected to be available beyond the 9:00AM to 5:00PM hours; a company issued cell phone will be given to handle “after-hours” issues, calls, and emergencies that might arise.
2. Answers all incoming calls, check messages from overnight, and return applicable calls or forward to the appropriate team member designated to handle that issue. Organizes and prioritizes large volumes of information and phone calls.
3. Must input Property Management Agreements into Propertyware.  Must be accurate and thorough in documenting specifics and nuances regarding the property.  
4. Responsible for establishing and maintaining a consistent flow of communication with the Homeowner.  
5. Coordinates with the Property Management Assistant to schedule video documentation (new property, move-in, move-out, project completion, final, and disaster).  Create “Make Ready” lists and report findings to the Homeowner.  Create work orders that originate from the “Make Ready” list.
6. Works in conjunction with the Maintenance Coordinator to oversee and manage work orders and routine maintenance.  Communicates effectively with the Homeowners regarding work to be performed, projected expenses and job completion.  Required to manage and oversee emergency maintenance that may require work to take place after normal business hours.
7. Responsible for review and approval of all invoices. Works in conjunction with the Comptroller to hold/manage funds in order to ensure prompt payment to Vendors.
8. Required to manage and oversee Vendors.  Must assist in organizing and implementing annual Vendor Meeting.
9. Reviews video documentation and lease documentation in order to fairly, quickly, and ethically make final approval of charges to be assessed in Security Deposit Dispositions. Required to work with Property Manager Assistant, Homeowner(s), and Comptroller to discuss and settle any security deposit disputes. Required to communicate resolutions to all Security Deposit Disputes to the Resident in writing.
10. The Property Manager is responsible for managing marketing of available listings.  The Property Manager will take extreme care in publishing accurate and lawful listings.    Available listings must be updated and published on applicable websites.  The Property Manager must communicate with office staff regarding the marketing of each available listing. 
11. Ensure constant and consistent updates to required Trello tracking boards.  Most importantly the Vacancy/Available Property Tracking Trello Board, which ensures all other turn over steps follow in a timely and efficient manner
12. Required to review, approve, deny, or further investigate applicants. Decisions must be made in conjunction with other management, as necessary.  Responsible for calling both approved and denied applicants to inform of the final decision regarding application. Denied applicants should be informed of the denial reason.  Coordinate with the Showing Specialist to ensure a follow-up letter is sent.  Approved applicants should be contacted in order to discuss next steps, expectations, and begin to establish a working relationship with the Property Manager
13. Responsible for reviewing Rental Agreements for accuracy.  Property Manager will give final approval on the content of the Rental Agreement before it is issued to Resident.
14. Required to be the Homeowner and Residents’ point-of-contact for the duration of the management agreement and all leases. Required to effectively communicate with Homeowners and Resident’s and appropriately document all discussions into Propertyware. If any action is deemed necessary, responsible to notify all parties and take appropriate action(s). Follow-up with is mandatory to ensure effective and positive customer service.
15. Responsible for processing all Move-In Condition Reports (MICRs); must also review and verify each MICR to determine any issues that are of immediate concern. If a work order is required, this position will e-mail the Maintenance Coordinator and create a request.
16. Required to communicate with Homeowner to obtain approval to renew leases and set lease terms. Provide Homeowner with Comparative Market Analysis. Required to prepare Lease Extensions. Must be extremely detailed to ensure accuracy in all documentation. Must also record auto charges of rent on Propertyware. Required to provide copies of all Lease Extensions to Administrative Assistant for tracking purposes.  Must complete follow up with Residents to negotiate and obtain Lease Extension.  Any critical issues regarding the property or Resident will be directed to/approved by Management before a lease extension is provided to a Resident. 
17. Responsible for ensuring that required Homeowner and Resident documentation has been received.  Property Manager will work in conjunction with Administrative Assistant to maintain organized and thorough paper and electronic documentation.  
18. Responsible for communicating with HOAs in regards to any Resident complaints or complaints against Resident by an HOA. Required to document all communication and actions in Propertyware. Should there be a fine, must work in conjunction with the Comptroller to ensure accuracy and appropriateness. Responsible for completing any documentation, regarding the Resident that is required by an HOA.  Property Manager may be required to attend an HOA meeting to represent All Seasons, LLC, CRMC, or the owner of the property. Management approval is required prior to attending event.
19. Communicates with Resident all costs and charges payable by the Resident. Resident charges are determined by the Property Manager.   Must work in conjunction with the Comptroller to ensure all applicable Resident charges are assessed to Resident account.
20. Responsible for posting Demand Notices, letters, notifications and holiday gifts at properties upon request of Management.  Must properly prepare and deliver all Demand Notices according to the requirements of the State of Colorado. 
21. Required to work in conjunction with the Administrative Assistant to notify all Residents of scheduled property entries for the purposes of walkthroughs, appraisals, exterior maintenance, etc. Must communicate with Resident to ensure Resident will be available for walk-throughs or has given permission for All Seasons, LLC to enter with a key when necessary.   
22. Required to make contact with any Residents in the event there is a dispute, lease violation, or Resident concerns.   Must follow-up to ensure Residents have complied with required measures to correct any/all violations.  Must communicate with the Comptroller to communicate fines and fees.
23. Responsible to complete Interior Assessments monthly. Prepare list of properties to be assessed and coordinate with Property Management Assistant and Administrative Assistant to schedule assessments and notify Residents. Required to map the route to all properties while managing time effectively yet being thorough. Accompany Property Management Assistant in performing assessments. Manage Resident follow-up and work orders resulting from Assessment.
24. Required to assist Resident with questions regarding Notices to Vacate.  Required to prepare and send Resident Vacate Paperwork. Must take action on any necessary issue regarding vacating the property.
25. Must ensure constant communication with other team members and vendors to ensure a positive experience for internal and external customers.
26. Required to complete Continuing Education Requirements, License Renewal classes, Fair Housing Act classes, and any classes required by CREC and NARPM; classes and education will be sponsored by All Seasons, LLC upon approval of company management.  Required to follow all Fair Housing regulations.

 Competencies

1. Technical Capacity
2. Personal Effectiveness/Credibility
3. Punctual, Reliable, and Trustworthy
4. Thoroughness
5. Collaboration Skills
6. Communication Proficiency
7. Flexibility
8. Professionalism
9. Able to work independently or with other team members
10. Positive Management skills and abilities

Work Environment
This job operates in a professional office environment, but travel and outside environments will be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, as well as iPhone, iPad, websites.

Physical Demands
This is largely a mobile and outdoor/indoor role; however, some sedentary work is required. This position requires the use of a personal vehicle and the ability to travel in a vehicle most of the day. 

Position Type and Expected Hours of Work
Full-Time position; Monday through Friday 9:00-5:00pm.  Hours of work may vary when necessary.  Overtime will occur, but the position is Exempt.

Travel
Travel is expected and required for this position. A personal vehicle, a valid driver’s license, and personal insurance is required.

Required Education and Experience

1. High school diploma required
2. An active Real Estate license is required

Preferred Education and Experience

1. Some college preferred
2. Two years of Property Management/Real Estate experience
3. Some knowledge of Contracting, Home Repair, or Landscaping preferred
4. Knowledge and Comprehension of Regional Building Codes is highly preferred

 Additional Eligibility Qualifications
*Credit Report- Must meet company minimum qualifications

*Background Check- No felonies will be accepted; misdemeanors will be reviewed on a case-by case basis per company policy

*Drug Screening- I understand that as a condition of employment with All Seasons, LLC, I must successfully pass a drug test administered pursuant to established guidelines to determine the presence of illegal drugs.

AAP/EEO Statement
All Seasons, LLC.provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.  Further, the company takes affirmative action to ensure that applicants and employees are treated as such during hiring process and further employment without regard to any of these characteristics.  Discrimination of any type will not be tolerated.

In keeping with the above conviction, All Seasons, LLC is committed to assuring that All recruiting, hiring, training, promotion, compensation, and other employment related programs are provided fairly to all persons on an equal opportunity basis without regard to race, creed, color, religion, sex, age, national origin, disability, veteran status, or any other characteristic protected by law; Employment decisions are based on the principles of equal opportunity and affirmative action; and all personnel actions such as compensation, benefits, transfers, training, and participation in social and recreational programs are administered without regard to race, creed, color, sex, age, national origin, disability, veteran status, or any other characteristic protected by law.  All Seasons, LLC. believes in and practices equal opportunity and affirmative action. 

Acknowledgement

I have read this job description and fully understand the requirements set forth therein. I hereby accept the position of PROPERTY MANAGER and agree to perform all job functions and duties in a safe manner and in accordance with the organization’s established policies and procedures. I hereby understand and acknowledge that my employment relationship with ALL SEASONS, LLC would be of an “at will” nature, which means that the employee may resign at any time and the employer may discharge an employee at any time and for any or no reason. It is further understood that this “at will” employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.

The job duties outlined herein are general statements and essential competencies that describe the basic job requirements and cannot state in words every aspect of job content. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Requirements:

-Colorado Real Estate license

-Minimum 1 year experience in Property Management (prefer more)

Compensation:

Ranges from $36,000 – $42,000/year – based on experience.