Property Manager

SUMMARY: Under the direction of the Director of Property Management, the Property Manager’s job is to utilize knowledge and experience to effectively administer all aspects of leasing and maintenance of rental property. Duties include: procuring new business; marketing available units; maintaining healthy tenant relations; routine property inspections; and keeping accurate records. The Property Manager position consists of the following areas:

1. Management Agreements & Owners

Owners entrust us to effectively manage their rental property and make decisions on their behalf that will minimize vacancy/expense and maximize return.

• Management Agreement – The instrument that governs the relationship between the Owner and Property Management firm which defines each party’s rights and responsibilities. A thorough understanding of it is imperative.
• Owners’ Needs – Some Owners are investors with a sophisticated understanding of what it means to be a Landlord while others have been thrust into the role by circumstance. We should understand their needs and help them obtain their end goal, whatever it may be.
• Education – Owners’ needs and desires are paramount, however they should not be cause for a Property Manager to compromise his/her integrity. Our job is to educate an Owner when a request conflicts with professional standards or the rights of others.

1. Marketing

Property Managers are responsible for marketing available units to prospective tenants. All available resources should be used to maximize exposure and minimize vacancy time

• Determine Fair Market Rent – utilize and interpret local MLS data. Have an understanding of the market and factors that affect market conditions (such as time of year).
• Listing Input – prepare and submit listings for MLS, Navy Housing, etc. that effectively convey the desirable aspects of the property.
• Rental Inquiries – respond promptly to all phone and email inquiries on active listings.
• Screening – verify applicant’s rental history, income/employment and credit history to determine whether or not they qualify.
• Negotiate – present all offers to the owner. Negotiate rent amounts and lease terms for prospective leases in the best interest of the Owner.

1. Leases and Tenants

One of the most important duties of a property manager is to enforce Lease Agreements. Property Managers should endeavor to maintain healthy tenant relations by communicating, following up, and following through.

• Lease Preparation and Enforcement – explicit knowledge and comprehension of each clause of the Lease and Lease Addenda is imperative. A property manager has to be able to interpret and enforce the Lease on a daily basis.
• Tenant Relations – swift and conscientious communications help maintain a high level of customer service. Property managers should reasonably respond to a tenant request (phone call or email) within 1 business day.

1. Inspections

Knowing the physical details of each property is the first step to proper maintenance and thorough inspections are surest way to become familiar with each property.

• Move-in Inspection – Upon taking on the management of a property, and each time before a new tenant moves in, a comprehensive initial inspection sets the standard by which all that follows will be measured. More than just noting the unit’s current condition, a proper inspection should be an inventory as well as a data source for the systems of the home.
• Routine Inspections – Periodic visits to the property while tenants are in residence are necessary to ensure the tenants are taking proper care. This is also a good time to identify preventative maintenance items. These inspections allow us to address small issues before they become large problems as well as prepare the owner for maintenance that may need attention in the near future. Occupied property inspections should be conducted no less than once per year.
• Move-out Inspection – A “final inspection” must be conducted within 72 hours of the tenant vacating. During this process, the property manager identifies the discrepancies between the Move-in Inspection report and the move-out condition. It is their duty to determine which discrepancy items are beyond reasonable wear and tear as well as missing/changed inventory – both for which the tenant can be charged.

1. Maintenance and Repairs

A Property Manager is responsible for the physical management of the property, including overseeing routine maintenance and emergency repairs.

• Systems of a Property – Property Managers should have a working knowledge of the basic systems of the property. Understanding how HVAC systems, appliances, plumbing, etc. work helps us identify the most effective and responsible solution for issues as they arise.
• Repairs – Responding to repair requests is a large part of what we do. Prompt responses to these requests help us minimize secondary damage and liability. When necessary, a Property Manager needs to be “on site” to take control of the situation.
• Maintenance – Keeping the property in good overall condition has a great deal to do with keeping up with preventative and routine maintenance (i.e. cut the dead tree down before it falls and damages the property / caulk the tub before a water breach causes damage to the backer board & sub floor).
• Contractors – Maintain a list of qualified, reliable, and reasonably priced contractors to be able to respond promptly when needed. A property manager must have an understanding of the scope of the work as well as be diligent in negotiating and securing the best price possible.

1. Knowledge of Landlord-Tenant Law

Property managers must have a thorough knowledge of local, state and national laws pertaining to Landlord-Tenant relations.

• SCRA – The Servicemembers Civil Relief Act is a Federal Act that affords members of the United States Armed Forces additional rights while they are on active duty. Property Managers have both legal and moral obligations to know how this Act affects Owners and Tenants alike.
• Local city code – Each municipality in which we operate has its own codes regarding rental property and each Property Manager should know and adhere to the local laws that affect their business.

1. Clients and Customers

Understanding the client and customer relationship is extremely important. Knowing their rights and your duties to each is key to making good decisions every time.

• Client – the owner of the property is the client. A Property Manager always works in the best interest of the owner and they should not lose sight of that.
• Customer –the tenant in the property is the customer (they are a customer of the owner and of William E. Wood). Providing the tenant with a high level of customer service is in the best interest of our Client.
• Strike the Balance –A good Property Manager knows how to juggle the wants and needs of the Client while respecting the rights of the Customer.

Knowledge, Skills and Abilities Required

• Must have valid Real Estate License in the state in which you manage property.
• Must have valid Drivers’ License and be in possession of a vehicle for daily use.
• Proficiency in Microsoft Office is essential.
• Knowledge of basic accounting.
• Ability to manage time effectively.
• Ability to interact with co-workers, clients, vendors, and contractors in a professional and tactful manner.
• Must be physically and mentally able to perform duties. Must be able to climb stairs, be able to lift reasonable weights without limitation, and be physical able to access attics and crawl spaces of properties.
• Must possess a mechanical aptitude and be able to understand basic electrical repairs, HVAC repairs, carpentry, and plumbing repairs.

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.