Listing Details


Interested and qualified candidates, please submit your resume to: Christina Smith | Senior Director | |617-875-3378

Residential Property Manager - ownership group

Brookline & Cambridge, MA


Our client is a privately held real estate operator with over $1 billion in assets under management spanning residential and commercial assets across New England and Raleigh, NC. The firm’s mission is to create and operate dynamic real estate environments through which people's lives are enriched and investment returns are enhanced. 

The Residential Property Manager is responsible for all aspects of the day-to-day operations of assigned properties, including all maintenance and repair; tenant relations; budgeting; monthly financial reporting; capital planning, etc. This is a supervisory position with authority, responsibility, and accountability to plan, implement and monitor operations; profitability; quality of service; marketing; and resident relations in accordance with company policies and procedures and the business plan for the assets. 

The Property Manager administers, bids, and approves all maintenance and service contracts; handles all tenant complaints and requests; and is knowledgeable of the terms of all tenant leases. Additionally, the Property Manager is responsible for the preparation of the annual budgets and the monthly reporting on the financial performance of the properties. 

Roles & Responsibilities 

Tenant Relations

  • Provide excellent tenant service. Respond to tenant requests, problems, and questions in a timely and courteous manner. Generate work orders directed to vendors or maintenance staff. Follow-up with tenants to insure satisfactory resolution of any issues. Proactively manage the property to minimize tenant complaints.
  • Oversee and / or process all tenant move-ins and move-outs including turnover work, conducting inspections, and ensuring that all deposits are received and returned in accordance with state law, and apartments are move-in ready in time for lease start dates and that conditions reflect company standards.
  • Enforce all terms, rules and policies under the lease and ensure compliance with relevant laws and regulations.
  • Develop and implement effective resident retention programs, oversee, and assist in the hosting of engaging resident events. 

Facilities Management

  • Monitor work order process to ensure that all maintenance and repairs are performed in a timely and cost-effective manner.
  • Implement preventative maintenance programs.
  • Maintain 24-hour emergency coverage for the property at all times.
  • Oversee all vendors and personnel working at the property to maintain a high standard of performance. Oversee communications concerning scheduling, billing, vendor relations and certificates of insurance.
  • Conduct property inspections to ensure compliance with life safety policies and the proper upkeep of the property.
  • Oversee the bidding and implementation of capital improvement projects. 
  • Raise environmental awareness at the properties by recommending and implementing effective sustainable strategies to help lessen our impact on the environment and achieve economic benefits.
  • Report all liability and incidents to the corporate office immediately. Ensure that all workers’ compensation claims are reported, and paperwork is completed.
  • Oversee that any pertinent safety checklists with maintenance staff are performed.
  • Oversee the make ready process to ensure that apartments have been turned in accordance with company standards, i.e. painted where necessary, impeccably cleaned, and all repairs and maintenance items performed, prior to new tenant lease start date.
  • Ensure maintenance inspects apartments prior to move out and schedules turn items in advance to reduce make ready days and vacancy loss. 

Financial Reporting

  • Prepare and present to ownership the annual operating budgets and reforecasts.
  • Prepare monthly financial reports to include:
    • Executive Summary that provides an overview of operations, including leasing activity and market analysis, variances to the budget, tenant issues, marketing strategies, and capital projects.
    • A budget comparison with variance explanations, if applicable
    • Rent Roll
    • Market Survey
  • Any other reports such as monthly income statement; rent roll reports; accounts receivable/aging; security deposit report; current rent schedule; lease expiration report; account payable schedule; bank reconciliation report; and balance sheet and income statement.
  • Achieve budget goals regarding income, expenses, net operating income, net cash flow, etc., by consistently controlling expenses and driving revenues wherever possible.
  • Monitor and report on accounts receivables. Oversee collection efforts in accordance with company and management agreement policies and oversee all legal/eviction proceedings.
  • Review, approve, and properly code all invoices for the property so that they may be processed for payment accordingly.
  • Perform regular audits of the security deposit accounts to ensure all necessary sub accounts have been opened or closed; perform transfers as needed between operating and deposit accounts.
  • Obtain approval and track all capital expenditures in accordance with ownership guidelines.
  • Maintain up to date knowledge of resident retention percentage and average renewal increase.
  • As requested, conduct bi-weekly (or as often as needed) phone calls with ownership and draft agenda in advance summarizing property performance, occupancy, leased percentages, year to date net operating income, market analysis, and any issues. 

Staff Management and Administrative

  • Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act and all other Federal and State Laws.
  • Hire, train, supervise and evaluate all on-site personnel. Create an atmosphere of cooperation, teamwork, professionalism, and employee satisfaction among staff members. Conduct any disciplinary action as needed.
  • Conduct annual performance reviews for all onsite staff with the objective of imparting helpful feedback, employee development, and to gain employee insight.
  • Approve all staff time-off requests in accordance with company policy and keep track of all PTO.
  • Lead emergency team for property. Ensure proper response and handling of all emergencies with staff, residents, buildings, etc within company guidelines to minimize any liabilities.
  • Maintain records and resident files in an orderly and up-to-date manner. 

Leasing and Marketing

  • Establish all rental rates for new and renewal leases by conducting regular market research and maintaining in-depth knowledge of market conditions.
  • Assist with advertising and marketing plans for the property and initiatives to achieve occupancy goals.
  • Assist and support all leasing agents and brokers to show and lease apartments.
  • Review and approve/deny all applications in accordance with rental standards and leasing qualifying criteria. Review all new leases and amendments. Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy.
  • Oversee preparation of weekly Boxscore Summary, with narrative describing weekly leasing and marketing activity, and ensure it is distributed on time each week. 

Keys to Success

The successful candidate will be a well-organized, proactive self-starter, placing a high priority on excellent customer and client service, attention to detail, flexibility, excellent verbal and written communication skills, interpersonal skills, timeliness and accuracy of work, and a passion for working in real estate. Be familiar with applicable local, state, and federal laws and regulations. Ability to effectively lead a team, multi-task, and strong conflict resolution and communication skills are a must. 

Skill Advantages

  • Bachelor’s Degree or higher education
  • 4+ years’ experience in residential real estate, as a Property Manager.
  • Certified Property Manager (CPM) or Accredited Residential Manager (ARM) preferred
  • Knowledge of residential buildings, building systems, OSHA laws and regulations
  • Budgeting and financial reporting expertise.
  • Working knowledge of Yardi, OneSite, and/or Yieldstar software, Microsoft Office and Excel
  • Reports directly to Area Manager.
  • Hours of Work: Basic Schedule includes but is not limited to, coverage of office from 9:00am to 5:30pm, Monday through Friday. Must be on call “24 hours” a day for emergencies. Some weekends or evening will be required as needed. Must ensure coverage if scheduled staff calls out.