Hiring a Property Manager: Job Description Template

What qualities make a Property Manager irreplaceable within an organization and how do you ensure you are hiring a perfect candidate? 

Whether you’re a property owner, a real estate firm, or a property management company, this guide will assist you in finding the ideal candidate to steward your valuable investments toward success.

This comprehensive guide navigates the complexities of the hiring process by offering insights into the strategic steps of recruitment and crafting an effective Property Manager job description.

Responsibilities & Role of a Property Manager

The role of a Property Manager encompasses a wide range of tasks that contribute to the smooth operation and overall success of the properties under their care.

Here are the key roles and responsibilities of a Property Manager:

• Property Maintenance and Repairs: Property Managers oversee maintenance and repairs to ensure properties are well-maintained and tenants’ needs are met.
• Tenant Management: Property Managers conduct tenant screenings during leasing, ensuring suitable candidates are selected. They manage lease negotiations and lease renewals and provide exceptional customer service by promptly addressing tenant inquiries and concerns.
• Rent Collection and Financial Management: These managers set competitive rental rates based on market trends and are responsible for collecting and processing rent payments. 
• Property Marketing and Advertising: They create and implement marketing strategies, showcasing property features through various channels.
• Legal Compliance: Property Managers ensure that properties meet building codes and safety standards and adhere to legal guidelines.
• Record Keeping and Documentation: These managers maintain organized property records, including leases and financial documents, to ensure transparency and accessibility of information.
• Vendor and Contractor Management: Property Managers liaise with service providers to ensure maintenance, repairs, and improvement projects are executed effectively.
• Property Inspections: Property Managers conduct routine inspections to assess maintenance needs and uphold property standards.

How to Hire a Property Manager

Hiring a Property Manager involves a strategic approach to ensure you find the right professional who can effectively oversee your properties and tenant relations.

Here’s a step-by-step guide on how to hire a Property Manager:

1. Determine Your Needs

Begin by assessing the scale and complexity of your property portfolio. Are you managing a single residential property, a multi-unit apartment complex, commercial properties, or a mix of both? 

Consider the geographical locations of your properties, as their responsibilities can vary significantly based on property type and location.

Identify the specific tasks and responsibilities you expect the Property Manager to handle. This could encompass rent collection, lease agreements, property maintenance, tenant communication, property inspections, and financial reporting. 

For example, if you own residential properties, tenant communication and maintenance coordination might be critical. On the other hand, if you manage commercial properties, lease negotiations and facility management might take precedence.

Additionally, evaluate the size of your property portfolio. A larger portfolio may require a more experienced and seasoned Property Manager who can handle higher volumes of tasks and tenant interactions.

Knowing your requirements sets the foundation for a successful hiring process that meets your specific property management requirements.

2. Use Multiple Sources to Find the Top Talent

Finding the ideal Property Manager requires a comprehensive search across various platforms and avenues.

Here are effective methods to discover qualified Property Managers:

• Online Job Boards: Utilize the online job boards to post your listing and actively search for potential candidates with property management experience. You can even post jobs on specialized job boards, such as NAA Career Center, Property Management Insider, or SelectLeaders which can connect you with experienced and qualified managers.
  Use our Property Manager job description to create a job posting that stands out and helps you attract qualified candidates.
• Property Management Recruitment Agencies: Collaborate with agencies like Real Estate Personnel as they have access to a network of experienced professionals and can assist in finding candidates who align with your property management needs.
  This article provides a comprehensive breakdown of the costs associated with these services.
• Professional Networking: Platforms like LinkedIn are valuable for finding and connecting with skilled Property Managers. Join property management-related groups to seek recommendations and referrals.
• Real Estate Associations: Organizations like the National Association of Residential Property Managers (NARPM) or the Institute of Real Estate Management (IREM) often provide directories of property management professionals.
• Referrals: Reach out to colleagues, business associates, and fellow property owners to inquire about experienced Property Managers they may recommend based on past collaborations.

3. Verify Their Educational Qualifications

When evaluating potential Property Managers, it’s essential to meticulously verify their educational qualifications to ensure they possess the foundation for success in this role.

Start by scrutinizing their academic background, confirming whether they hold a bachelor’s degree in a relevant field such as property management, real estate, business administration, or a related discipline. 

This educational foundation demonstrates a fundamental understanding of property management principles and can serve as a strong indicator of their capabilities.

Look for candidates with industry-specific certifications, such as Certified Property Manager (CPM), Certified Apartment Manager (CAM), Certified Commercial Investment Member (CCIM), and Residential Management Professional (RMP).

4. Evaluate Their Work Experience

When hiring a Property Manager, look for candidates who have a track record of success in property management roles and can demonstrate their ability to handle various aspects of the job.

Start by reviewing their resume and focusing on their previous positions as Property Managers. Take note of the types of properties they have managed (residential, commercial, retail, etc.), the size of the properties, and the complexity of the portfolios they have overseen. Look for candidates with experience managing properties similar to those you need them to manage.

A candidate with several years of property management experience is likely to have encountered a wide range of situations and challenges, developing the skills needed to handle different scenarios effectively.

Overall, a candidate’s work experience should align with your specific needs and demonstrate their ability to handle the challenges and responsibilities of the role.

5. Conduct a Thorough Interview

Conducting a thorough interview process when hiring Property Managers is crucial to finding the right candidate to manage your properties and tenants effectively.

Here’s how to conduct a thorough interview process:

• Initial Screening: Start with a preliminary phone interview to assess the candidate’s basic qualifications, experience, and interest in the role. Ask about their property management experience and the types of properties they’ve managed.
• In-person or Video Interviews: Prepare a set of structured interview questions that cover various aspects of property management, such as tenant relations, maintenance coordination, financial reporting, and legal compliance.
• Behavioral Questions: Pose behavioral interview questions requiring candidates to share specific examples from their experiences. For instance, ask how they handled challenging tenants, resolved maintenance emergencies, or successfully increased occupancy rates.
• Role-Specific Scenarios: Present hypothetical property management scenarios and ask candidates how they would handle them. This allows you to assess their decision-making process, critical thinking skills, and approach to managing complex situations.
• Property Walk-through: If feasible, consider conducting a property walk-through with finalists to gauge their attention to detail and ability to identify potential issues or improvements.

A comprehensive interview process ensures you gather a well-rounded view of the candidate’s capabilities and suitability for the Property Manager role. 

6. Perform Background and Reference Verification

Conducting thorough background and reference verification is crucial when hiring Property Managers to ensure the safety and trustworthiness of candidates responsible for managing properties and interacting with tenants and owners.

Checking a candidate’s credentials, work history, criminal record, credit history, and other relevant information ensures candidates have the desired qualifications. 

According to the FBI, background checks are accurate 99.3% to 99.8% of the time.

Contact the provided references to gather insights into their past performance, work ethic, and professional conduct, enabling informed and confident hiring decisions that align with the organization’s goals and values.

We advise you to ask the following questions during the reference check:

• How effectively did the candidate handle property maintenance and repairs?
• Can you discuss the candidate’s approach to tenant relations and lease management?
• How did the candidate handle emergencies and unexpected property issues?

This comprehensive reference check process provides valuable insights into a candidate’s character, integrity, and suitability for the role, ensuring a secure and reliable property management team.

Tips for Avoiding Red Flags During the Hiring Process

When it comes to hiring a Property Manager, avoiding red flags is essential to ensure the success of your real estate investments.

Here are some tips to help you navigate the hiring process and make informed decisions:

• Transparency about Fees: If the Property Manager charges fees, ensure they provide a clear breakdown of their fee structure upfront to avoid any surprises later.
• Ethical Behavior: Look for candidates who demonstrate ethical behavior, honesty, and transparency. Discuss ethical dilemmas they might have encountered in their previous roles and how they handled them.
• Knowledge of Local Laws: Property management involves adhering to local, state, and federal regulations. Ask candidates about their familiarity with relevant property laws and their strategies for ensuring compliance.
• Tenant Relations: Ask about their approach to tenant relations, including how they handle tenant complaints, communication, and conflict resolution.
• Physical Property Inspections: Inquire about their methods for conducting property inspections, addressing maintenance needs promptly, and ensuring properties are well-maintained.
• Team Management: If the Property Manager oversees staff, discuss their experience with team management and their strategies for motivating and leading a property management team.
• Evaluate Technological Proficiency: Property Managers often rely on technology for tasks such as communication, maintenance tracking, and financial reporting. Ensure candidates are comfortable with relevant property management software and tools like Appfolio, Buildium or Yardi.

Property Manager Job Description

With candidates spending only 14 seconds to decide whether or not to apply for a job, creating a stellar job description is essential for hiring the top talent. Here’s an example of a Property Manager job description that can help you attract talented, experienced, and qualified Property Managers:

Note: Customize this template to align with your company’s specific needs and the Property Manager position you are hiring for. Adjustments may be required based on the property type and industry requirements.

How Much Does it Cost to Hire a Property Manager?

Hiring a Property Manager is a significant investment beyond their basic salary. By gaining a clear understanding of these costs, you can navigate the hiring process effectively and ensure that you secure the right Property Manager for your real estate portfolio:

Recruitment Costs

The recruitment process involves various expenses that encompass more than just the Property Manager’s salary. Understanding the breakdown of these recruitment costs is essential for strategic decision-making and ensuring a seamless hiring experience. 

• Advertising: Posting job openings on various online job boards and platforms can cost you some amount. For instance, NAA Career Center charges a fee of $125 per job posting, and Select Leaders charges a fee of $525 per job post.
• Recruitment Agency Fees: If you use the Real Estate Personnel recruitment agency, you may incur a fixed cost for using their expertise and database. These fees typically range from 15% to 30% of the Property Manager’s first-year salary.

Salary and Benefits

For companies, the highest cost is the annual salary of Property Managers. The average salary of a Property Manager is $61,823 per year, which includes $11,274 per year. This additional pay includes incentives, increments, bonuses, and tips. 

Their salary depends on various factors, such as experience, expertise, education, location, and employment institute. 

Consider costs for health insurance coverage, retirement plans (such as 401(k) contributions), paid time off (vacation days, sick leave), and other perks that enhance job satisfaction and attract top talent.