Property Manager: Choosing an On-site or Off-Site
Selecting an on-site property manager for your commercial property is one of the most important decisions you’ll make as a property owner. Your onsite manager is your boots on the ground, your point of contact for your tenants, and your record keeper for your property’s agreements, insurance policies, and accounting records.
Your onsite manager should work well with you and your commercial property management company. Often, Clarity Commercial will find, hire, and manage onsite managers for the property owners we partner with. Here is what we expect our onsite managers to do and what we look for in an onsite manager.
Your Boots on the Ground at Your Property
Your onsite manager is responsible for the daily upkeep of your property. They should walk your property to make sure public areas are clean and safe. Things they should take note of include overflowing garbage cans, slick walkways, burnt-out lightbulbs, and sticky key mechanisms in doors. While they may not perform maintenance and repairs themselves, the onsite manager should work with your landscaping service, cleaning company, and maintenance crew to ensure jobs are completed quickly and thoroughly. An effective onsite manager has an eye for detail and is able to coordinate one or more maintenance crews.
Tenants’ First Point of Contact is the Property Manager
In addition to serving the physical property, your onsite property manager is the first point of contact for your tenants. They answer the phones at the management office and are the first point of contact for tenant requests. Your onsite manager may also be responsible for keeping tenants current with rent and enforcing property policies. An effective onsite manager is approachable, friendly, and comfortable asking tenants to pay rent or comply with your property’s rules.
Review and Maintain Property Records
Lastly, your onsite property manager must be organized and familiar with your property’s records. At the management office, they will maintain accounting records, tenant files, and your property management agreement, as well as your property’s insurance policy. While they may not have all of these documents committed to memory, they should be knowledgeable about your property’s policies and know where to look for an answer when asked a question about a lease agreement, rental payment, or insurance claim. An effective onsite manager is well-organized and knowledgeable.
Having a knowledgeable and organized onsite property manager is essential for the success of any commercial property. This individual plays a crucial role in maintaining accurate records, ensuring compliance with policies and agreements, and handling important tasks such as rental payments and insurance claims.
One of the primary responsibilities of an onsite property manager is to maintain accounting records. This includes keeping track of all financial transactions related to your property, such as rent collection, utility payments, maintenance expenses, and more. These records are vital for accurately assessing the financial health of your property and making informed decisions about its management.
Tenant files are another key aspect that falls under the purview of an onsite manager. These files contain important information about each tenant, including their lease agreement, payment history, communication logs, and any other relevant documents. Having organized and up-to-date tenant files is crucial for resolving disputes, tracking lease renewals, and maintaining a positive relationship with your tenants.
In addition to financial and administrative tasks, onsite managers also play a crucial role in ensuring the safety of the property and its tenants. They are responsible for conducting regular property inspections to identify potential hazards or maintenance issues. They also oversee emergency procedures such as fire drills, evacuation plans, and responses to natural disasters.
Onsite property managers are also deeply involved in the leasing process. This includes marketing vacant units, screening potential tenants, conducting tours of the property, and preparing lease agreements. By thoroughly vetting applicants and finding qualified renters, an onsite manager can help minimize turnover rates and maintain a fully tenant property.
These are just a few of the things Clarity Commercial looks for when hiring an onsite manager. We can help you find and manage your next manager, so you can focus on growing your property portfolio. Contact the Clarity team to get started on your onsite manager
For more information or to request a free estimate, visit their website at https://myclaritycommercial.com/ or give us a call at (952) 370-224-2699.
Affiliations & Credentials: We are proud members of IREM, CCIM and MNCAR along with various professional organizations and hold relevant certifications in the real estate management field. Our affiliations and credentials demonstrate our commitment to excellence and our ongoing efforts to stay up-to-date with industry best practices.
