Property Manager

Description

Be a part of something new and exciting!

Construction is nearly complete at Hudson Heights, a brand new, 120-unit affordable housing community in Stillwater, NY.  Vesta Management is seeking to hire a dynamic and experienced Property Manager to lead the lease-up and oversee ongoing operations of this vibrant new development.

We’re looking for a proven leader with lease-up experience, exceptional customer services skills and a strong understanding of affordable housing programs. If you’re ready to make an impact and help build a thriving community from the ground up, we’d love to hear from you.

What we Offer:

At Vesta, we take pride in hiring the best talent in Property Management. We work hard and we have fun doing so. In addition to our generous benefits package, we offer service awards, performance bonuses, team member appreciation events and opportunities for growth. Our benefits include:

• Medical, dental & vision insurance
• Company matched 401(K).
• Paid time off- Vacation, sick, floating holidays
• 12 additional paid holidays
• Tuition Reimbursement
• PetPlan Pet Insurance
• Employee Assistance Program
• Long & Short-Term Disability Insurance
• AND MORE

The Property Manager (New Construction) is fully accountable for executing the lease-up process to achieve maximum occupancy. Primary duties during the lease up include but are not limited to meeting financial goals, managing telephone, on-site and online traffic, showing “ready” apartments, closing the lease, qualifying prospects and completing all related paperwork and activities to ensure a timely move-in. Also, fully accountable for all day-to-day property operations and oversight. This includes meeting financial, leasing, compliance, resident retention, and maintenance goals and standards, and managing all staff to these goals and standards.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Responsible for keeping reception area clean with professional surroundings.
• Preserves and respects resident, applicant, employee and company confidentiality.

Lease-Up:

• Oversees the leasing process, from inquiry to move-in, ensuring maximum occupancy for the community.
• Responsible for the completion of all necessary paperwork, resident files and move in packets.
• Participate in marketing efforts in the community in generating leads for prospective residents.
• Implement and monitor waiting list and lease up reports.
• Greet, introduce, welcome, and convey benefits of the property to prospects and visitors.
• Interview prospective residents and assess and document their needs and qualifications. Enter prospective resident information into the property data system.
• Assist prospective residents with the application process by explaining and answering any questions they may have regarding the required forms/documents.
• Prior to showing an apartment, a model, or any aspect or amenity of the community, ensure that it meets Vesta quality standards and expectations. Report any maintenance or physical property needs to the management and/or maintenance personnel.
• Accompany prospective residents to tour apartments, discuss size and layout, terms of lease, and available facilities, i.e., swimming pool, laundry, shopping centers, services available.
• Schedule application intakes, interviews, processing, preparation, and distribution of applications.
• Qualify prospects based on property program requirements and the tenant selection plan.
• Work collaboratively with the Compliance department to ensure all compliance designations/services are being met in accordance with site regulatory documents.
• May be expected to calculate rent, based on property program/procedures, or rent schedule.
• Complete appropriate lease forms/documents and collect reservation deposit (if applicable), security deposit, and initial or prorated rent.
• Conduct unit inspections for move-in readiness before move-ins.
• Provide incoming residents with an orientation to their new home.
• Responsible for keeping reception area clean with professional surroundings.
• Maintain documentation, filing, and systems in accordance with Vesta policies.
• Process information in property management software regularly, i.e., work orders, certifications, deposits, and all pertinent resident documentation.
• Input work order and service requests in Yardi and communicate to maintenance.
• Develop relationships with community partners to improve the resident experience.
• Document contact with residents, providers, and families. Keep resident files current.
• Keep accurate records for reporting purposes.

Financial:

• Understand and set financial goals and prepare accurate property budget annually.
• Consistently monitor actual results and adjust operations as necessary to achieve or exceed the budgeted financial results.
• Maintain accurate record of all property transactions and process on time (i.e., delinquency reports, move-in/move-outs, etc.)
• Ensure that all rent and late fees/charges etc. are collected, posted and deposited on time.
• Manage the collections, depositing and posting of all rent and late fees/charges, delinquencies, late notices, and legal action as necessary.
• Manage and ensure all Housing Assistance Payments, including special claims are requested and received as applicable.
• Keep vendor/contractor communication, scheduling, billing, vendor relations and COI’s.
• Ensure payables processed for payment, handle petty cash and all funds.

Leasing:

• Ensure property is rented, maximizing the optimum balance between actual rent collected and occupancy.
• Identify markets and secure prospective residents utilizing appropriate marketing strategies.
• Handle marketing outreach to include interacting with neighborhood groups, local employers, community organizations and any other sources of prospecting and lead generation with a focus on converting leads into rentals.
• Conduct marketing surveys and regularly review traffic reports and trends.
• Confirm leasing team techniques are effective in obtaining closing.

Compliance & Administration:

• Implement and maintain procedures and systems in accordance with Vesta SOP.
• Confirm leases and corresponding paperwork are completed, processed timely and accurately.
• Gather, prepare, and execute lease renewals, and intake, prepare, and process interim recertification, annual recertification and other documentation as required by local, state and federal agencies. Secure all required applicant and resident signatures.
• Ensure resident files are accurately maintained in compliance with all Vesta standards and regulatory requirements.
• Ensure all administrative paperwork is accurate, complete and processed on time.
• Process information in property management software regularly; i.e., work orders, certifications, deposits and all pertinent resident documentation.
• Organize and lead community emergency team. Instruct staff, residents, of proper response and handling of emergencies with buildings, criminal activity, employee/resident injuries, fires, floods, freezes, etc., in accordance with Vesta’s SOP to minimize liabilities.

Resident Retention:

• Fosters a positive, active and collaborative relationship with residents, communities, and associated agencies.
• Listen and address resident concerns and requests to ensure resident satisfaction. If their requests are unreasonable, ensure they receive a timely response regarding our action/inaction.
• Implement or maintain resident retention initiatives (i.e., resident functions, promotions, monthly newsletters, etc.) and distribute property-issued communications/notices (i.e., bad weather, emergency, etc.).
• Consistently implement or maintain property rules and regulations.

Personnel Development & Management:

• Utilize recruitment techniques and policies to interview, hire, and onboard team members.
• Ensure efficiency of team members through ongoing staff meetings/communications, training, development, counseling, regular performance management, and leadership.
• Ensure property is staffed appropriately, including overseeing maintenance on-call duties with Maintenance Supervisor.
• Ensure administrative processes involving personnel are handled timely (i.e., performance evaluations, salary reviews, Payroll, change of status, etc.).

Maintenance & Safety:

• Coordinate maintenance schedule, projects and needs with Maintenance Supervisor.
• Work with Maintenance to complete monthly maintenance reports i.e. annual apartment inspection tracking, weather reports, etc.
• Regularly walk your community to inspect physical appearance of grounds, common areas, vacancies, and any other amenities, address with Maintenance any deficiencies/necessary repairs, and ensure repairs are logged on a work order and completed timely.
• Work with Maintenance to monitor service contractors for proper completion of contracted duties (i.e., exterminator, landscaper, snow removal, etc.).
• Document capital improvement needs and solicit competitive bids for project(s) completion in accordance with Vesta standards.
• Ensure unsafe conditions are corrected immediately.
• Direct staff to practice “safety first”.
• Other duties as assigned by management.

Knowledge, Skills and Abilities

• Sound judgement and decision-making skills
• Excellent interpersonal skills; strong verbal communication skills
• Strong commitment to quality
• Problem identification and solving ability
• Able to work independently; self-motivated, takes initiative
• Leadership/delegation skills, Accepts responsibility and accountability
• Able to multitask and prioritize efficiently
• Honest and trustworthy; displays integrity
• Professional, in appearance and action
• Shows adaptability
• Organized and detailed
• Basic math proficiency required

Requirements

Required Education and Experience:

• Lease-Up Experience required.
• Associates degree or equivalent experience, plus an additional 3-5 years of related experience/ proven track record in similar function, i.e., occupancy, leasing, APM role.
• Experience with site based affordable housing programs (LIHTC, Section 8) strongly preferred.
• COS and/or CPO Certification strongly preferred.
• Experience in a supervisory role/capacity required.

Additional Eligibility Qualifications:

• Bachelor’s degree in business management/property management field a plus.
• Multilingual skills strongly preferred
• Strong computer skills; including MS Office suite, Outlook, and property management software.
• Successful completion of a background check and drug screen required
• Valid Driver's License and clean driving record required

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws. At Vesta, we are committed to a fair and equitable workplace.