How to Be Property Management Case Manager - Job Description, Skills, and Interview Questions

Jun 12, 2020 / 6 Minutes Read / By Albert

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The rise in tenant demand for rental properties has led to an increase in the need for professional property management case managers. These case managers are responsible for managing all aspects of the rental process, from tenant screening and selection to maintenance and inspection, to tenant relations and dispute resolution. By providing a knowledgeable and experienced expert in the field, case managers help ensure that the rental process is smooth and stress-free for both tenants and landlords.

Furthermore, they can provide valuable advice on rental laws and regulations, helping landlords to comply with local and state laws. the presence of an experienced property management case manager has a positive impact on both tenants and landlords, making the rental process easier and more efficient.

Steps How to Become

Obtain a Bachelor's Degree. The first step to becoming a Property Management Case Manager is to obtain a bachelor's degree in a related field such as business, public administration, or real estate. A degree in these areas will provide you with an understanding of the legal, financial and organizational aspects of property management.
Gain Experience. Once you have obtained your degree, you should gain experience in this field by either taking on a part-time job in an apartment complex or working with a property management company. This experience will help you understand the complexities of the job and help you prepare for the position of a Property Management Case Manager.
Pursue a Professional Certification. Many employers prefer property management professionals who have obtained professional certification, such as the Certified Professional Property Manager (CPPM) offered by the Institute of Real Estate Management (IREM). To obtain this certification, you must have at least five years of experience in the field and complete a comprehensive exam.
Gain Technical Skills. As a Property Management Case Manager, you will need to be familiar with computer systems, software and other technology used to manage properties. It is important that you familiarize yourself with these systems and software so that you can effectively manage your cases.
Find Employment. Once you have obtained your degree, gained experience, and earned your certification, you can begin searching for employment as a Property Management Case Manager. You may want to consider working with a property management company or an apartment complex. You can also search online for job postings or contact staffing agencies that specialize in property management.

The effectiveness of a Property Management Case Manager is contingent on their ability to be organized and knowledgeable. In order to be ideal and competent, it is necessary for them to possess the necessary skills and expertise in the field of property management. This includes having an understanding of current laws and regulations, being able to manage multiple tasks simultaneously, and having excellent communication and problem-solving skills.

Furthermore, having an in-depth knowledge of property management software, practices, and procedures, as well as being able to negotiate with tenants, landlords and other stakeholders, are all important traits for a successful case manager. A competent property management case manager will be able to effectively manage all aspects of property management cases, from initial assessment to resolution.

You may want to check Case Supervisor, Claims Case Manager, and Foreclosure Case Manager for alternative.

Job Description

Develop and maintain relationships with tenants, owners and vendors.
Handle tenant inquiries and complaints in a timely manner.
Manage tenant requests for repairs and maintenance.
Prepare lease documents and ensure compliance with all applicable laws.
Prepare and analyze monthly financial statements and budget reports.
Monitor and enforce rent collection policies.
Negotiate and execute new leases.
Communicate effectively with tenants, owners, and vendors.
Develop and implement policies and procedures for property management.
Ensure safety and security of the property.
Establish and maintain effective communication with local authorities.
Conduct regular inspections of the property to identify any needed repairs or maintenance.
Coordinate with local authorities to resolve any legal issues.
Maintain records of tenant transactions, leases, and deposits.
Assist with marketing the property to potential tenants.

Skills and Competencies to Have

Knowledge and understanding of housing policies, regulations and procedures.
Excellent interpersonal, communication, and problem-solving skills.
Ability to think critically and develop innovative solutions.
Proficient in use of computer software programs such as Microsoft Office Suite and property management software.
Ability to multitask and prioritize workloads in an organized, efficient manner.
Ability to work independently and as part of a team.
Ability to work effectively with people from diverse backgrounds.
Ability to analyze data and make sound decisions.
Excellent time management skills and ability to meet deadlines.
Demonstrated experience in conflict resolution.
Knowledge of basic accounting principles.
Knowledge of relevant laws, best practices, and legal requirements related to property management.

Effective communication is an essential skill for a Property Management Case Manager. They must be able to communicate with tenants, landlords, and other stakeholders in an efficient and effective way. Without good communication skills, it is difficult to negotiate rent agreements, resolve disputes, and ensure the property is properly maintained.

Furthermore, Property Management Case Managers need to be able to think critically, stay organized, and remain patient in order to handle the multiple tasks associated with the job. A Property Management Case Manager must also be able to research local laws and regulations that govern the property and landlord-tenant relationships. They must understand the rights of tenants and landlords in order to ensure that their work is compliant with relevant laws.

Finally, Property Management Case Managers must be able to analyze data and financial documents in order to make informed decisions. All of these skills are essential for a successful Property Management Case Manager.

Case Director, Substance Abuse Case Manager, and Insurance Case Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have in property management?
How do you ensure that owners and tenants are satisfied with the services you provide?
Describe a time when you had to manage a difficult tenant situation.
What strategies do you use to effectively manage rental properties?
How do you ensure that rental properties are in compliance with local regulations?
What do you do to stay up to date on laws, regulations, and best practices in the property management industry?
How do you handle tenant complaints and disputes?
What processes do you use to ensure accurate and timely rent collection?
How do you prioritize tasks and manage competing deadlines?
What is your approach to promoting properties to prospective tenants?

Common Tools in Industry

Project Management Software. A software that helps manage projects and resources, such as tasks, timelines, costs, and team members (eg: Asana).
Document Management System. A system for organizing and managing documents, such as contracts, leases, and other legal documents (eg: DocuSign).
Property Management System (PMS). A software platform used to manage tenant and property data, such as rental payments, leases, property maintenance, and owner contact information (eg: AppFolio).
Customer Relationship Management (CRM). Software used to manage relationships with customers and potential customers by tracking sales, customer service requests, and communication (eg: Salesforce).
Accounting Software. Software used to track financial data and perform bookkeeping duties, such as invoicing, payroll, taxes, and reporting (eg: QuickBooks).
Data Analytics Tools. Software used to analyze data and provide insights for decision-making (eg: Tableau).

Professional Organizations to Know

National Apartment Association (NAA)
Institute of Real Estate Management (IREM)
Association of Residential Property Managers (ARPM)
National Association of Home Builders (NAHB)
Building Owners and Managers Association International (BOMA)
National Multi Housing Council (NMHC)
American Hotel and Lodging Association (AH&LA)
Community Associations Institute (CAI)
National Affordable Housing Management Association (NAHMA)
Real Estate Investment Association (REIA)

We also have Case Worker, Telephonic Case Manager, and Long Term Care Case Manager jobs reports.

Common Important Terms

Lease Agreement. A legally binding contract between a landlord and tenant that outlines the terms of the rental arrangement.
Tenant. An individual or organization renting a property from a landlord.
Rent. A predetermined amount of money paid by a tenant to a landlord in exchange for the use of the property.
Security Deposit. Money paid by a tenant to a landlord as security for payment of rent, damage to the property, or other losses.
Eviction. The legal process by which a landlord removes a tenant from the property.
Property Maintenance. The upkeep of the premises, including repairs and inspections.
Property Tax. A tax imposed by a government on the ownership of real estate.
HOA Fee. Homeowners Association (HOA) fees paid by homeowners to cover the cost of shared services, such as landscaping and community amenities.
Utility Bills. Bills for utilities such as electricity, water, gas, and sewage.
Landlord-Tenant Law. A body of law governing the rights and obligations of landlords and tenants.

Frequently Asked Questions

Q1: What is a Property Management Case Manager? A1: A Property Management Case Manager is a professional who is responsible for the management of all aspects of property management, including tenant relations, tenant screening, and financial management. Q2: What are the responsibilities of a Property Management Case Manager? A2: The responsibilities of a Property Management Case Manager include leasing, tenant screening, rent collection, maintenance and repair, financial management, and tenant relations. Q3: How many tenants can a Property Management Case Manager manage? A3: A Property Management Case Manager can manage up to 100 tenants depending on their experience and the size of the property. Q4: What qualifications are required for a Property Management Case Manager? A4: Qualifications for a Property Management Case Manager typically include a degree in business administration or real estate, experience in property management, and excellent customer service skills. Q5: What type of software is used by Property Management Case Managers? A5: Property Management Case Managers use software such as Yardi Genesis2, AppFolio, and Rent Manager to manage tenant information, rental agreements, and other financial data.