Top Responsibilities of an Onsite Manager

This blog post is part of our ongoing series on "The Essential Guide to Hiring Onsite Property Managers."

Follow the links below to explore other parts in the series:

• Part 1: What Is an Onsite Property Manager and Why You Need One?
• Part 3: How to Hire the Perfect Onsite Property Manager
• Part 4: How to Compensate Your Onsite Manager
• Part 5: Common Pitfalls When Hiring an Onsite Manager
• Part 6: Should You Hire a Property Management Company?

In Part 1 of our series, we explained what an onsite property manager is. We also talked about why having one is important for owners of multifamily real estate. In Part 2, we will look closely at the specific tasks an onsite manager usually takes care of.

A good onsite manager can greatly improve your property. This is especially true for daily management and maintenance tasks. Below, we will outline the five key responsibilities of an onsite property manager. This will help you understand their role and how they keep your investment running smoothly.

1. Maintaining the Property

One of the primary tasks of an onsite manager is overseeing the regular upkeep of the onsite property. This includes cleaning and maintaining common areas such as hallways, laundry rooms, parking lots, staircases, and outdoor spaces. An onsite manager usually does not handle major repairs or heavy landscaping. However, they ensure that someone completes daily tasks like sweeping, vacuuming, and taking out the trash on time.

Having someone focused on keeping the property clean leads to better cleanliness. This helps tenant satisfaction and increases the property's overall value. An onsite manager can quickly spot areas needing professional maintenance. This includes leaks, broken fixtures, or faulty lighting. They can then notify the right vendors or property management company.

2. Handling Tenant Requests

One of the main benefits of hiring an onsite manager is that they can quickly address tenant problems. Tenants usually contact the onsite manager for urgent issues. These can include broken appliances, noise complaints, or situations where someone is locked out. With someone onsite, tenants can get help quickly. They do not have to wait for an outside property manager.

This day-to-day interaction with tenants not only improves the tenant experience but also helps reduce turnover. Happy tenants are more likely to renew their leases. A quick response time makes them feel secure and cared for. The onsite manager is the link between tenants and the property owner. They make sure all issues are handled quickly.

3. Showing and Renting Vacancies

A common duty for an onsite property manager is showing vacant units to prospective tenants. When you have someone physically at the property, it speeds up the rental process. Prospective tenants can tour the property immediately, without waiting for a scheduling window with an offsite property manager.

In many cases, the onsite manager will work with the offsite property management team. They help with tenant screenings, process rental applications, and manage leasing paperwork. Their knowledge of the building and current tenants gives them useful insights. This helps attract the right tenants and fill vacancies more quickly.

4. Supervision of Vendors and Contractors

When repairs or improvements need attention at the property, an onsite manager can supervise the work. They will manage outside vendors and contractors.

Whether it’s a major renovation or regular maintenance, the onsite manager will check the work's progress. They will make sure that vendors follow the schedule. The manager will also give updates to the offsite property manager or the property owner.

In some cases, the onsite property manager may need to take photos or videos. This helps to document the work done and provide a clear record of the service. This level of oversight guarantees that all third-party work meets a high standard and prevents delays or miscommunications.

5. Reporting and Documenting

Since an onsite manager is considered an employee, they are required to log and report their working hours. This ensures compliance with local labor laws, such as minimum wage and overtime regulations. Documenting their hours and tasks creates a clear record of the work done. This is important for tracking how well the property is managed.

Additionally, the onsite manager is often responsible for documenting any incidents that occur at the property, such as accidents, tenant complaints, or emergencies. Having this information readily available helps with managing legal risks, improving tenant relations, and identifying areas for improvement in property management.

6. Managing Property Software and Technology

In today’s world, property management software plays a crucial role in streamlining tasks, and the onsite property manager must be proficient in using it. These systems are often used to track maintenance requests, log tenant communications, and update financial records like rent payments.

For example, software such as AppFolio or Buildium can be integrated into daily workflows, allowing onsite managers to easily communicate with the property management team, document maintenance tasks, and track repairs. By using these tools efficiently, they can ensure faster responses to tenant requests and better communication with the offsite management team.

Having an onsite manager proficient inproperty management software improves overall efficiency, as data is stored in one place and accessible to all stakeholders. This creates a smoother workflow, reduces errors, and ensures that critical tasks are completed on time.

7. Conflict Resolution and Tenant Mediation

Soft skills like conflict resolution and mediation are often ignored when hiring an onsite property manager. However, these skills are important for keeping peace in the community. Disagreements between tenants or between tenants and management are inevitable, and the onsite manager plays a vital role in diffusing tensions before they escalate.

For example, a noise complaint or a parking dispute may arise between tenants. A skilled onsite manager can intervene early, mediate a solution, and prevent minor conflicts from turning into formal disputes. This not only maintains tenant satisfaction but also prevents negative reviews and potential legal issues.

By being available and approachable, the onsite property managerfosters a sense of community and helps resolve issues in a way that benefits both the tenants and the property owner.

8. Additional Skills: Communication and People Management

In addition to handling property operations, a successful onsite manager must excel in people management and communication. Their role often requires balancing the needs of tenants with the demands of the property owner or property management company. Clear and effective communication allows both parties to feel heard and helps resolve issues promptly.

An onsite manager who can effectively manage relationships and maintain a calm, professional demeanor in all interactions is critical for the smooth running of the property. These "soft skills" are just as important as technical skills in ensuring tenant satisfaction and smooth property operations.

An onsite property manager plays a key role in keeping a multifamily real estate investment running smoothly. They handle tenant relations, oversee maintenance, and manage property management software.

They are essential for the property’s success. A good manager who runs daily operations well can greatly boost tenant satisfaction. This can lower turnover and help keep the property’s value.

In the next part of this series, we will look at how to hire the right onsite property manager. We will also share important traits to seek in a candidate. Be sure to check out the rest of the series to continue learning about onsite property management.

Explore Other Parts in the Series:

• Part 1: What Is an Onsite Property Manager and Why You Need One?
• Part 3: How to Hire the Perfect Onsite Property Manager
• Part 4: How to Compensate Your Onsite Manager
• Part 5: Common Pitfalls When Hiring an Onsite Manager
• Part 6: Should You Hire a Property Management Company?