Property Manager

Gates Hudson; Baltimore (MD); On-site; USD 70,000 - 100,000; Full time

Job summary

Gates Hudson is seeking a Property Manager in Baltimore, MD to oversee all property operations, coordinate staffing, and manage budgets. The role emphasizes maximizing occupancy, maintaining property values, and training the Assistant Property Manager for continuity in absence.

You will lead leasing activities, handle AR processes, and ensure compliance with housing laws and company policies. As a key member of the management team, you will interact with owners, vendors, and residents while

Qualifications

• Experience managing property operations and budgeting.
• Ability to supervise on-site staff and train personnel.
• Knowledge of landlord-tenant laws and regulatory compliance.

Responsibilities

• Assist in budgeting and ensure expenditures align with owner-approved budgets.
• Hire, train, and supervise on-site staff; conduct performance reviews.
• Manage leasing process, applications, and lease documentation.
• Oversee accounts receivable, deposits, and delinquency follow-ups.
• Coordinate marketing, resident relations, and retention programs.
• Conduct property maintenance oversight and safety compliance.
• Prepare reports and attend corporate management meetings.

Skills

Budgeting

Staff supervision

Training

Communication

Customer service

Tools

ACCESS (Accounts Receivable)

Microsoft Office

Job description

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

The Property Manager conducts all business in accordance with Gates Hudson & Associates, Inc., established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to apartments.

What You’ll Do

Financial

• Assist in the preparation of the annual budget and is responsible for staying within the established budget guidelines throughout the year.
• Ensure routine expenditures are consistent with the property’s owner approved budget. Control purchases and utilizes the approved vendor lists.
• Responsible for processing, approving and submitting all invoices to the Corporate Office for payment on a weekly basis.
• Responsible for maintaining and reconciling petty cash account.
• Ensure that GHA’s strict rental payment polices are implemented and actively pursue delinquent accounts via phone calls, personal visits, etc.

Personnel

• With Regional Manager’s approval, hire and terminate on-site staff.
• Train, motivate and supervise all on-site staff in order to achieve operational goals of property.
• Conduct new employee indoctrination and annual performance reviews.
• Review and approve timesheets.
• Conduct on-going training with office staff. This includes leasing paperwork, access accounts payable and receivable system, workplace safety, and any other type of training that may be needed on a daily basis.
• Exercise direct supervision over the entire property staff.
• Administrative
• Investigate and respond to all written resident complaints received by Management.
• Maintain control of the applicant qualification process and approve or disapprove applications in accordance to established Gates Hudson guidelines.
• Control lease accuracy; ensure lease file is in compliance with established Gates Hudson policy and procedure.
• Ensure that all office files and records are in compliance with GHA’s policy and standard business practice.
• Communicate with vendors/contractors concerning work scheduling, billings, vendor relations and certificates of insurance.
• Prepare rent increase Group Edit List for Regional Manager’s approval.
• Review mail, outside correspondence and inter-company correspondence.
• Attend scheduled corporate management meetings and conducts on-site staff meetings.
• Provide clerical assistance such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.,

Administrative Leasing Duties

• Correctly complete all lease applications and verifications. Notify prospects of results.
• Complete all lease paperwork including related addendums, accept rents and deposits.
• Complete guest cards including any required documentation on all prospects, send thank-you notes and perform follow-up.
• Responsible for maintaining accurate records, logs and operating access data system.
• Produce daily, weekly, and monthly reports using the access data system.
• Inventory office supplies on periodic basis.
• Provide clerical duties such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.,

Administrative Accounts Receivable Duties

• Adhere to accounts receivables checklist and monthly calendar.
• Collect, verify and post to the automated Accounts Receivable Module in ACCESS resident’s payments.
• Deposit all monies in the bank daily.
• Contact all delinquent tenants, send out reminder letters and follow through with phone calls if payment is not received before the due date.
• Print, review and audit the Delinquent/Prepaid Report, prepare and submit any necessary corrections to accounting department.
• Assess all non-recurring charges i.e. late and legal; move-in fees; administrative fees; pet fees; move-out charges; etc., in accordance with lease, county and state regulations.
• Issue Non-payment Notice or 5 Day Pay or Quit Notice to all delinquent tenants, in accordance with lease, county and state regulations.
• Forward suit list to attorney on all delinquent tenants and when necessary, testify in court in connection with delinquent judgments and possession litigation.
• Examine move-in accounts; ensure all recurring charges are assessed correctly prior to actual move-in occurs.
• Reconcile security deposit returns and move-out accounts; ensure all final charges are assessed and prepare Financial Disposition Form in an accurate and timely manner.
• Process all Vacated Tenant Bad Debt and forward to collection agency, as needed, in an accurate and timely manner.

Marketing

• Welcome and show property to prospective new residents. Also, handle incoming phone calls and complete appropriate paperwork.
• Review for accuracy of all advertising on a weekly basis or as necessary.
• Promote resident and business referral programs as established under company guidelines.
• Contribute ideas to Regional Manager for marketing property and improving resident satisfaction.

Resident Relations/Resident Retention

• Maintain positive customer service attitude.
• Promote goodwill among prospects, residents, coworkers, and contractors.
• Review all notices to vacate to determine the cause for move-out. Make sure every attempt is made to save potential move-outs.
• Conduct move-in/move-out inspections with residents.
• Provide supervision of routine maintenance service to residents and follow-up for assurance of resident satisfaction.

Property Maintenance

• Physically walk and inspect the property on a regular basis; check on vacant apartments.