Portfolio Manager

Position Overview

The Portfolio Manager serves as the primary point of contact for property owners and is responsible for the overall performance, operations, and financial health of an assigned residential apartment portfolio. Portfolios typically range from 500 to 2,000+ apartment units across multiple properties. This role demands exceptional organizational, financial, and relationship management skills, with a strong commitment to owner education, asset performance, and operational excellence.

The Portfolio Manager is also responsible for the management and development of several staff members across their portfolio, including Property Managers, Caretakers, Leasing Agents, and other on-site personnel.

This is a salaried, full-time position with 24/7 on-call responsibilities. Portfolio Managers are required to carry a company‑issued cell phone at all times and remain accessible around the clock, seven days a week. Response to after‑hours emergencies is expected and mandatory, with the only exception during approved PTO.

• Serve as the primary relationship manager for all assigned property owners.
• Provide proactive, consistent communication to owners regarding property performance, market conditions, and operational matters.
• Educate and advise owners on best practices in property management, capital investment strategies, and market trends.
• Prepare and deliver monthly and annual owner reports including financial statements, rent rolls, delinquency summaries, and occupancy analysis.
• Conduct regular owner meetings and calls to review portfolio performance and align on strategic goals.
• Respond to owner inquiries and concerns promptly and professionally.
• Build long‑term, trust‑based relationships that support client retention and portfolio growth.

• Review and analyze financial statements, rent rolls, delinquency reports, and operating results for all assigned properties prior to delivery to owners.
• Prepare annual operating budgets and present to owners for review and approval.
• Develop and manage multi‑year capital expenditure (Cap Ex) plans and reserve schedules.
• Monitor property performance against budget; identify and address variances in a timely manner.
• Oversee collections processes and ensure delinquency is managed aggressively and in compliance with lease terms.
• Assist with security deposit settlement processes and ensure compliance with applicable state regulations.
• Identify opportunities to reduce expenses and maximize net operating income (NOI) across the portfolio.

• Oversee all on‑site staff including Property Managers, Leasing Agents, and Caretakers to ensure performance expectations and company standards are met.
• Conduct regular property inspections including occupied and vacant units, common areas, HVAC, plumbing, and laundry systems; document and address all deficiencies.
• Ensure vacant units are prepared for occupancy on schedule.
• Ensure tenant move‑in and move‑out procedures are done on a timely basis.
• Oversee lease compliance, resident disciplinary communications, and policy enforcement across all managed properties.
• Respond to and resolve escalated tenant complaints, requests for service, and habitability concerns. This may involve issuing lease violation letters, lease termination letters, building memos and other forms of communication.
• Coordinate maintenance and service requests through the Service Manager; ensure timely resolution and resident communication is done by staff.
• Solicit bids from vendors and contractors for capital improvement projects and recurring building services.
• Evaluate proposals, negotiate contracts, and recommend vendor selection to ownership.
• Oversee execution of approved capital projects; ensure work is completed on time, within budget, and to quality standards.
• Maintain an active and qualified vendor network across all relevant trades.

• Monitor occupancy and leasing activity across all assigned properties; implement strategies to maintain strong occupancy.
• Ensure leasing inquiries and apartment showings…