Property Manager - Gallerie Apartments

Company Summary

Milhaus is an award-winning, mixed-use development, construction, and property management company that specializes in Class A, urban, multifamily residential buildings. Headquartered in Indianapolis, Milhaus is comprised of inspired and industrious individuals who are passionate about the development of mixed-use and multifamily communities.

Gallerie is located at the convergence of two well established urban neighborhoods, Union Hill & Longfellow, and only blocks away from Hallmark's Crown Center, this 5.3 acre mixed-use development is an urban oasis that appeals to a wide array of users.

We provide exceptional customer experiences and create solutions for neighborhoods that positively impact communities by providing unparalleled expertise in real estate, investment, development, construction and management.

Position Summary

The Director, Residential Services is responsible for the overall management of a multifamily apartment community. Responsibilities include marketing, budgeting, financial management, oversight of the physical plant and supervision of staff. The Director will communicate regularly with all necessary Milhaus employees, lenders, property owners, financial partners, fee clients and other individuals as deemed necessary to fulfill the responsibilities of the position. The Director will ensure that the property meets or exceeds its financial performance targets and ownership objectives. Financial performance and attainment of ownership objectives will be achieved by ensuring that:

• Revenues are maximized.
• Expenses are carefully monitored and controlled.
• Staffing levels are appropriate.
• Employees are properly trained.
• Resident satisfaction is a continual focus.
• The property is maintained to the highest standards with a continual focus on asset preservation and enhancement.
• Regulatory compliance and adherence to all legal requirements are reinforced.

Key Job Duties and Responsibilities

1. Financial Performance

• Prepares and submits annual property budget for review by September 30.
• Ensures that property budget is monitored closely to meet or exceed budgeted NOI.
• Develops and implements systems to maximize property revenue and to control operating expenses.
• Reviews property financial performance continually and prepares monthly variance report to budget.
• Participates in the preparation of financial and ownership reports as directed.
• Ensures that all rents and fees are collected on time and deposited.
• Initiates appropriate collection and legal actions for accounts receivable.
• Initiates all purchases within approved spending limits and budget requirements.
• Monitors purchasing and expense control through the periodic approval of invoices and review of property general ledgers.
• Oversees and monitors the bid process for all contract work and looks for efficiencies and economies of scale.
• Ensures that paperwork or reimbursements from property Reserve for Replacement account is processed in a timely fashion to minimize financial strain to Company and the property (if applicable).
• Works collaboratively with other Property Managers to compare “best practices” and expenses per unit on other properties.
• Identifies/implements ancillary income sources to increase property revenues.
• Manages the process of passing through appropriate fees and utility payments to maximize NOI.

2. Marketing/Leasing

• Develops and implements an annual marketing plan to maximize occupancy and updates the plan quarterly.
• Updates market information and rental comparison survey at least monthly.
• Recommends appropriate adjustments to rent levels and/or rental concessions in response to occupancy levels and changes in the marketplace.
• Develops and implements resident retention strategies, including an aggressive lease renewal program.
• Ensures that resident satisfaction is a continual focus.
• Approves all rental applications.
• Ensures that residents are in compliance with all provisions of their leases.
• Inspects vacant apartments for market readiness and ensures that an ample inventory of market ready units is available at all times.

3. Asset Preservation

• Conducts regular exterior and interior inspections.
• Supervises the property maintenance functions including scheduling, purchasing, service response, and turnover procedures.
• Establishes and monitors a system for following up with residents on completed service requests.
• Supervises the completion of budgeted, scheduled capital improvement projects.
• Ensures move-in and move-out inspections are completed on a timely basis.
• Monitors the completion of periodic preventive maintenance procedures.
• Reports potential liability issues and acts to minimize any risk management exposure.

4. Personnel Management

• Recruits, hires, trains, coaches, develops and disciplines on-site staff.
• Administers the compensation program at the property in adherence with the approved budget.
• Completes performance appraisals for all staff quarterly and ensures that all site employees are reviewed four times each year.
• Ensures staff compliance with all company policies and local, state and federal laws and regulations.
• Establishes periodic performance goals and objectives for each staff person and monitors their attainment.
• Administers established incentive compensation programs for all site positions and ensures the incentive payments are processed correctly and on time.
• Conducts regular staff meetings to address property performance, policy issues, and other property and Milhaus business.

5. Administrative Tasks

• Ensures that reports are completed accurately and on time.
• Ensures that record-keeping functions are handled properly.
• Supervises computer data entry of all property information.
• Processes incident reports for injuries or property losses immediately.
• Supervises the eviction and bad debt collection process.
• Ensures compliance with all applicable laws and regulations.
• Other duties as assigned by the Regional Director.

• Minimum of two years of progressively responsible experience in property management of at least 200 units with demonstrated ability to deliver financial results.
• Minimum of a high school diploma with a college degree preferred
• Valid driver’s license and reliable private transportation
• CAM designation a plus
• Experience in budgeting, revenue enhancement and expense control.
• Strong track record of successful personnel management – including hiring, training and staff development.
• Excellent oral and written communication skills
• Excellent organizational and time management skills
• Strong interpersonal and consensus-building skills
• Excellent training skills
• Excellent computer skills, with emphasis on the Microsoft Office Suite – Word, Excel
• Experience with Entrata software application preferred.
• Ability to travel overnight at least once per quarter.
• Ability to operate basic office equipment.
• Ability to lift up to twenty pounds.

• Health, Vision, & Dental insurance
• HSA account with employer match of $250/FSA for dependent care
• Short Term Disability
• Company Paid Long Term
• Disability and Life Insurance
• 401K match
• 4 weeks accrued PTO
• 11 Paid Holidays
• 30% discount on apartments
• Tuition/Certification Reimbursement
• Wellness Bucks program
• Wellness Program and Competitions
• Paid Maternity & Paternity Benefits
• Employee Assistance Program
• Pet insurance
• More!

We stand as one team dedicated to transforming neighborhoods. Through transparency and collaboration, we empower our people to lead. Bikes are our allies, local food is our addiction and entrepreneurship inspires us. First impressions are set by our energy and passion, not suits and ties. We embrace the changing ideal of what people call home.

Integrity. Execution. Innovation. Collaboration.

By joining us at our corporate office in downtown Indianapolis or onsite at one of our many properties, you’ll be provided the opportunity to grow your career and become part of a team that truly makes a difference.