Get ready to dive into the nitty-gritty!
Behind every door, there's a story... and a to-do list. Here are ten detailed duties for each of the 20 job responsibilities that a residential building manager—
BLOGMANAGER'S CORNER
Lily
10/21/20246 min read
. Property Maintenance
Schedule and conduct routine maintenance checks.
Maintain records of all maintenance activities.
Ensure timely repair of building systems.
Coordinate with contractors for specialized maintenance tasks.
Inspect building exteriors and common areas regularly.
Replace light fixtures and bulbs in common areas.
Maintain the functionality of elevators and emergency systems.
Clean and maintain HVAC filters and systems.
Ensure landscaping and outdoor areas are maintained.
Keep updated maintenance checklists and procedures.
2. Repairs
Identify and assess the severity of repair issues.
Perform minor repairs on plumbing and electrical systems.
Patch walls and ceilings as needed.
Repair or replace broken windows and doors.
Fix leaky faucets and clogged drains.
Replace faulty light switches and outlets.
Address pest control issues as they arise.
Manage the repair of appliances in common areas.
Ensure proper functioning of intercom and security systems.
Document and prioritize repair requests.
3. Tenant Relations
Respond promptly to tenant inquiries and requests.
Facilitate communication between tenants and management.
Organize community meetings and events.
Address and mediate tenant disputes.
Provide information about building policies and procedures.
Collect feedback from tenants on building management.
Notify tenants of maintenance work and disruptions.
Ensure tenant satisfaction and retention.
Assist tenants with move-in and move-out processes.
Maintain a professional and approachable demeanor.
4. Rent Collection
Ensure timely collection of monthly rent payments.
Manage online payment systems and platforms.
Issue receipts for cash payments.
Follow up on late payments and initiate eviction procedures if necessary.
Prepare and distribute rent reminders to tenants.
Maintain accurate financial records and reports.
Coordinate with accounting for bank deposits.
Handle rent increase notifications and documentation.
Address tenant queries related to rent.
Assist in setting up rent payment plans if needed.
5. Lease Management
Assist in drafting and reviewing lease agreements.
Ensure all lease terms are communicated to tenants.
Monitor lease expirations and manage renewals.
Conduct lease orientations for new tenants.
Handle lease amendments and modifications.
Ensure compliance with lease terms and conditions.
Maintain a database of all active and expired leases.
Provide tenants with copies of their lease agreements.
Coordinate with legal teams on lease disputes.
Educate tenants about rights and responsibilities.
6. Inspections
Conduct pre-occupancy and post-occupancy inspections.
Prepare detailed inspection reports for management.
Identify potential safety hazards during inspections.
Verify that fire extinguishers and alarms are functional.
Check for water damage and signs of mold.
Inspect common areas for cleanliness and safety.
Verify compliance with building codes and regulations.
Report structural issues to management.
Ensure proper signage for emergency exits.
Follow up on corrective actions from inspections.
7. Security
Monitor access points and maintain security logs.
Oversee security personnel and protocols.
Install and maintain surveillance systems.
Respond to security breaches and emergencies.
Ensure proper lighting in common areas and parking lots.
Issue keys and manage access control systems.
Conduct safety drills with residents.
Liaise with law enforcement when necessary.
Educate tenants on security measures and protocols.
Review and update security policies regularly.
8. Budget Management
Assist in creating annual operating budgets.
Monitor expenditures and control costs.
Forecast maintenance and repair expenses.
Approve and track purchase orders and invoices.
Allocate funds for emergencies and unexpected repairs.
Prepare financial reports for management review.
Identify cost-saving opportunities without compromising quality.
Ensure compliance with financial policies and procedures.
Maintain records of financial transactions and receipts.
Communicate budget constraints to staff and contractors.
9. Vendor Coordination
Select and negotiate contracts with service vendors.
Oversee the quality of vendor services.
Maintain a list of preferred vendors and contractors.
Coordinate scheduling of vendor services to minimize disruptions.
Review and approve vendor invoices and payments.
Ensure vendors comply with safety and building regulations.
Conduct performance evaluations of vendors.
Address any vendor-related issues or disputes.
Maintain contracts and agreements with service providers.
Evaluate new vendors for potential partnerships.
10. Emergency Response
Develop and implement emergency response plans.
Train staff and tenants on emergency procedures.
Coordinate with emergency services during incidents.
Maintain an emergency contact list for all tenants.
Ensure emergency equipment is accessible and functional.
Communicate effectively during emergencies.
Organize regular fire drills and evacuation exercises.
Evaluate and update emergency response plans regularly.
Assist tenants with special needs during emergencies.
Document incidents and responses for future reference.
11. Tenant Screening
Review tenant applications and background checks.
Verify tenant income and employment status.
Conduct credit checks and evaluate financial stability.
Interview potential tenants to assess suitability.
Ensure compliance with fair housing regulations.
Provide recommendations for tenant approval.
Maintain records of tenant applications and decisions.
Notify applicants of acceptance or rejection.
Prepare and manage waiting lists for prospective tenants.
Coordinate with leasing agents and management on tenant selection.
12. Facility Management
Oversee cleaning and maintenance of common areas.
Manage waste disposal and recycling programs.
Ensure accessibility features are maintained.
Coordinate pest control measures.
Maintain landscaping and outdoor spaces.
Ensure parking areas are clean and well-marked.
Monitor lighting and signage in public areas.
Manage shared facilities like gyms and laundry rooms.
Implement and oversee sustainability initiatives.
Ensure compliance with health and safety standards.
13. Inventory Management
Maintain an inventory of maintenance supplies and equipment.
Order and restock items as needed.
Track inventory usage and report discrepancies.
Organize and label storage areas for easy access.
Ensure proper handling and storage of hazardous materials.
Conduct regular inventory audits and updates.
Manage inventory budgets and costs.
Dispose of obsolete or damaged items appropriately.
Implement inventory control systems and procedures.
Coordinate with suppliers for timely deliveries.
14. Regulatory Compliance
Stay informed about local, state, and federal regulations.
Ensure building operations comply with all relevant laws.
Prepare for and assist with inspections by authorities.
Implement corrective actions for non-compliance issues.
Maintain documentation of compliance activities.
Educate staff and tenants about regulatory requirements.
Collaborate with legal teams on compliance matters.
Keep records of permits and licenses up to date.
Review and update compliance policies regularly.
Address tenant concerns about legal and safety standards.
15. Reporting
Prepare monthly and quarterly reports on building operations.
Track key performance indicators for management review.
Document maintenance activities and expenses.
Provide updates on tenant issues and resolutions.
Report on occupancy rates and lease expirations.
Analyze financial performance and budget adherence.
Compile incident reports and safety audits.
Monitor energy consumption and sustainability efforts.
Submit reports on vendor performance and services.
Ensure accuracy and timeliness of all reports.
16. Event Coordination
Plan and organize community events for residents.
Coordinate logistics such as catering, seating, and audio/visual needs.
Promote events through newsletters and social media.
Manage event budgets and expenses.
Obtain necessary permits and approvals for events.
Ensure compliance with safety and occupancy regulations.
Evaluate the success of events and gather feedback.
Foster a sense of community through regular events.
Resolve any issues or disruptions during events.
Liaise with vendors and sponsors for event support.
17. Move-In/Move-Out Coordination
Conduct move-in and move-out inspections with tenants.
Manage scheduling and logistics for moves.
Ensure apartments are cleaned and ready for new tenants.
Document the condition of units before and after occupancy.
Handle security deposit refunds and deductions.
Provide tenants with move-in/move-out instructions.
Coordinate repairs and maintenance during turnovers.
Update tenant records and lease agreements.
Address tenant questions and concerns during transitions.
Assist with the transfer of utilities and services.
18. Energy Management
Monitor and analyze energy consumption data.
Implement energy-saving practices and initiatives.
Educate tenants and staff on energy conservation.
Upgrade to energy-efficient systems and appliances.
Apply for energy rebates and incentives.
Conduct energy audits to identify improvement areas.
Track and report on energy usage trends.
Coordinate with utility providers for services.
Set and achieve energy reduction targets.
Maintain records of energy-related expenses.
19. Conflict Resolution
Mediate disputes between tenants to reach amicable solutions.
Address complaints about noise, pets, or parking issues.
Enforce building rules and regulations fairly.
Document conflicts and resolutions for future reference.
Provide support to tenants facing personal challenges.
Implement strategies to prevent future conflicts.
Maintain open lines of communication with tenants.
Refer tenants to mediation or counseling services when needed.
Collaborate with management on complex cases.
Ensure a respectful and inclusive community environment.
20. Property Improvement
Identify areas for improvement and development.
Develop plans for renovations and upgrades.
Secure funding and approvals for projects.
Coordinate with architects and contractors for improvements.
Ensure projects are completed on time and within budget.
Communicate with tenants about improvement plans.
Evaluate the impact of improvements on tenant satisfaction.
Implement sustainable practices in property enhancements.
Document all improvements and update property records.
Conduct post-project evaluations to assess success.
These duties can vary depending on the building’s quirks and whatever the management company throws your way. As a building manager or superintendent, you're basically the glue that keeps everything from falling apart (and the one everyone turns to when it does). But don't worry—there’s even more juicy detail coming your way in the next posts, where we’ll dig deeper into each job and uncover the secrets to keeping both the building and its residents happy!
