The Portfolio Manager at Superior Property Management is responsible for overseeing and optimizing the performance of a designated property portfolio, ensuring tenant satisfaction, asset value retention, and high service standards for property owners. As the company's first hire, this role will be pivotal in shaping operational processes, building relationships, and establishing Superior Property Management’s reputation in Minnesota. The Portfolio Manager plays a central role in executing property management strategies prioritizing the portfolio's long-term financial performance and operational success. This position ensures a seamless experience for property owners and residents, balancing strategic oversight with direct involvement in management functions. As Superior Property Management grows, the Portfolio Manager will help onboard and collaborate with future support staff, such as Leasing Agents and Maintenance Coordinators. Responsibilities: New Owner Onboarding: • Ensure seamless integration of new owners into Superior’s property management system immediately after signing the Property Management Agreement (PMA). • Documentation Collection: Gather necessary documentation to manage properties effectively. • Account Setup: Assist owners in setting up online accounts to monitor property status and financials. • Property Review: Discuss the properties being managed, address any immediate concerns the owner might have, and set the stage for initial inspections or assessments. • Communication Preferences: Establish preferred communication methods and frequency. • Emergency Procedures: Outline procedures for handling emergencies or urgent issues. Owner Communication • Serve as the primary point of contact for property owners, maintaining proactive and transparent communication. • Provide regular property performance reports covering occupancy, rental income, and property conditions. • Conduct strategy sessions with owners to align management objectives with investment goals. • Mediate disputes between owners, tenants, and vendors professionally. • Ensure compliance with Minnesota’s property management regulations. Marketing • Manage property listings to ensure accuracy and effective marketing across rental platforms. • Update photos, descriptions, and rental terms based on market conditions. Application Screening • Process rental applications efficiently, adhering to fair housing regulations. • Review and approve conditional applications, assessing risk factors appropriately. Vacancy & Occupancy Management • Ensure active listings remain competitive and attract qualified applicants. • Monitor and adjust property listings to attract qualified applicants. • Provide owners with regular updates on vacancy status and listing performance. Lease Signing & Deposit Management • Oversee lease agreements to ensure accuracy, legal compliance, and alignment with company policies. • Verify that all lease agreements comply with local, state, and federal regulations, including fair housing laws. • Execute new leases within 24 hours of receipt to minimize vacancy periods. • Ensure tenants understand lease terms, property policies, and expectations before move-in. Address any concerns to create a positive tenant experience. • Communicate lease terms to owners and tenants, ensuring transparency. • Work with support staff to confirm units are rent-ready before lease commencement, including final inspections and key delivery. Move In • Conduct thorough move-in inspections before tenant occupancy to ensure the property meets all agreed-upon standards. • Document the property's condition in detail using photographs and inspection checklists. This helps create a clear baseline for the property's condition at move-in, which can be referenced at move-out to assess potential damages. • Coordinate key collection, finalize rental agreements, and ensure all necessary utilities and services are set up before the move-in date. • Promptly address any concerns that arise during the move-in process. This includes last-minute maintenance issues, questions about the lease agreement, or tenant requests for additional property information. • Communicate directly with property owners about any significant issues discovered during the move-in inspection. Tenancy Management • Monitor tenant payment patterns and manage delinquencies. • Manage non-payment notices, ensuring adherence to local laws and regulations. Property & Lease Violations Management • Notify owners promptly of any property, lease, or HOA violations, ensuring transparency and collaboration on resolution. • Address repeat or severe violations proactively to prevent ongoing infractions, working with tenants, HOAs, and legal teams as necessary. • Implement preventative measures and enforce lease terms to ensure no repeated violations. Delinquency & Eviction Management • Review and approve non-standard payment plans on a case-by-case basis to mitigate tenant delinquency. • Conduct a thorough review of all delinquent accounts before initiating eviction proceedings to ensure compliance with policies and regulations. • Manage evictions as necessary, ensuring that legal steps are carried out appropriately. Engage directly with legal experts when required in the process. • Notify owners within 24 hours of filing an eviction and provide ongoing updates at each process stage. • Ensure the eviction rate remains below 1% through proactive tenant communication and resolution strategies. Lease Renewal Management • Assess current market conditions, comparable rental rates, and tenant history to establish an optimal lease renewal rate and minimize vacancy. Utilize the Lease Expiration Report to determine renewal rates. • Expectation : Pull the Lease Expiration Report on the 15th of each month (e.g., January 15th for leases expiring April 30th).. 100% of renewal rates must be determined and approved by the 25th of the month, 90 days before lease expiration . • Ensure timely lease renewals to maintain high occupancy and retention rates. • Expectation : Conduct inspections with photos within ±15 days of the six-month lease mark and at least 30 days before the lease anniversary. • Manage discussions with owners and residents regarding renewal terms, adjusting terms as needed to maintain high retention rates while ensuring profitability. • Finalize and sign lease renewals within designated timelines to ensure smooth continuity of tenancy. • Maintain a minimum lease renewal rate of ~78% per month, ensuring sustained occupancy and financial stability for owners. Periodic Inspections & Property Condition Review • Conduct and review periodic property inspections, addressing issues promptly. • Provide owners with detailed summaries, share the full PMI report within 48 hours, and recommend necessary actions. • Review PMI Report & Address Concerns: Analyze Periodic Maintenance Inspection (PMI) reports and initiate follow-up actions within 48 hours of receipt. • For periodic walk-throughs, determine tenant renewal eligibility based on PMI findings before issuing renewal offers. • Ensure applicable PMI fees are charged and recorded per lease agreements. Maintenance Management • Track and manage all outstanding maintenance requests, ensuring prompt and efficient resolution. • Prioritize maintenance tasks based on urgency and impact on property performance. • Handle all escalated maintenance issues directly, communicating with property owners about significant concerns. • Provide detailed information to owners regarding maintenance issues, potential solutions, and cost estimates and obtain approval. • Oversee securing owner contributions for maintenance work exceeding the not-to-exceed (NTE) limit. • Ensure clear and prompt communication with owners, providing justification and documentation for additional funding requests. • Manage capital expenditure projects, including major repairs or upgrades. • Coordinate bids, select contractors, and oversee project progress to ensure compliance with budgets and timelines. Move-Outs/Turnovers • Conduct detailed move-out inspections immediately after the tenant vacates to assess property condition. • Document all findings, focusing on damages beyond normal wear and tear to determine necessary repairs and cleaning tasks. • Use inspection results for security deposit deductions and turnover maintenance scope. • Develop a comprehensive Scope of Work (SOW) outlining required repairs, renovations, and cleaning tasks based on the move-out inspection. • Communicate the SOW to the property owner, detailing anticipated costs and turnover timelines. • Seek owner approval for significant expenses exceeding predetermined thresholds and discuss potential upgrades to increase rental value. • Secure owner contributions for any turnover work that exceeds the not-to-exceed (NTE) limits in the property management agreement. • Ensure transparency in accounting for contributions, providing clear justifications and cost breakdowns. • Maintain regular communication with property owners regarding turnover progress, completion timelines, and any challenges encountered. • Confirm final rent-ready status with owners before listing the property. • Conduct final quality control inspections to verify all maintenance tasks meet high standards before declaring the property rent-ready. • Oversee turnover budgets, ensuring all expenses are justified and within the allocated amount. • Work closely with accounting to track expenditures and adjust as needed to stay on budget. • Based on move-out inspection findings, prepare detailed breakdowns of security deposit deductions for outgoing tenants. • Ensure all security deposit charges are accurately documented and comply with local housing laws. Security Deposit (SD) Dispositions • Assess tenant liabilities for damages, cleaning, and outstanding balances following lease terms and local regulations. • Ensure the accuracy and compliance of Security Deposit (SD) Disposition Letters before submitting them. • Provide property owners with a summary of charges and disposition details before finalizing the SD Disposition. • Address tenant and owner inquiries or disputes regarding deposit deductions promptly and professionally. Owner Termination & Transition Management • Oversee the termination process, ensuring clear communication with property owners and compliance with contract terms. • Facilitate the smooth handover of properties to the owner or third-party management with minimal disruption to tenants and operations. • Ensure 100% of the owner’s outstanding balance is collected within 30 days of termination. • Prepare and finalize the owner’s closing statement, ensuring all financial reconciliations are accurate and complete. • Handle any outstanding tenant security deposit dispositions in compliance with lease agreements and legal requirements. • Terminate any active vendor contracts (e.g., landscaping, maintenance) to prevent unnecessary charges post-termination. Key Performance Indicators (KPIs) • Occupancy Rate: Maintain an occupancy rate of 95% or higher across the property portfolio. • Maintenance Response Time: Respond to 95% of maintenance requests within 24 hours and resolve 95% within 72 hours. • Lease Renewal Rate: Achieve a renewal rate of 55-78% for expiring leases. Education/Experience Requirements • Possess and maintain a real estate license required. • Comprehensive understanding of the laws and statutes applicable to property management within the jurisdiction. This includes knowledge of tenant rights, property standards, and compliance regulations. • Possess leadership abilities with strong skills in team coordination, conflict resolution, and building professional relationships. Must exhibit a customer service-oriented approach with a record of maintaining high tenant satisfaction. • Excellent verbal and written communication skills are essential. Capable of drafting clear and professional reports, correspondence, and documentation and effectively communicating with tenants, owners, and team members. • Must possess outstanding organizational abilities and excellent time-management skills. Should be adept at prioritizing tasks, managing multiple projects simultaneously, and meeting deadlines. • Expertise in using property management software is preferred. The candidate should be able to efficiently use all software features, including data entry, report generation, and system management. • Strong attention to detail is critical for ensuring accuracy in lease documentation, financial transactions, and compliance with policies and regulations. • Ability to work independently with minimal supervision, demonstrating initiative and the capacity to make informed decisions based on property management best practices. • A friendly and professional demeanor is crucial. The candidate should be approachable and capable of creating a positive environment for tenants and staff. Why Join Us? • We are looking for an experienced and tech-savvy Property Manager who is eager to grow into a leadership role as we rapidly scale. As the first hire, you will be instrumental in shaping company operations, and leveraging technology to maximize efficiency, and setting the foundation for long-term success. This is an exciting opportunity for someone with an entrepreneurial mindset who wants to be part of a high-growth property management company that is doing things differently. • Competitive Salary, Incentive based profit share potential. Job Requirements • M-F 8:30-5 pm, or as necessary to complete job responsibilities. • Available after hours/evenings as needed. • Office / In-Field position. • Travel required. • Possess and maintain a valid driver's license. • Possess proper auto insurance. • Maintain a working phone and computer. This description is intended as a guide only. The listed duties may be changed at the discretion of the company. Qualifications: • Great with people– warm, friendly, and helpful in person and on the phone • Property Management experience • Comfortable with technology and learning new systems Compensation: $60,000 pending experience

• New Owner Onboarding: • Ensure seamless integration of new owners into Superior’s property management system immediately after signing the Property Management Agreement (PMA). • Documentation Collection: Gather necessary documentation to manage properties effectively. • Account Setup: Assist owners in setting up online accounts to monitor property status and financials. • Property Review: Discuss the properties being managed, address any immediate concerns the owner might have, and set the stage for initial inspections or assessments. • Communication Preferences: Establish preferred communication methods and frequency. • Emergency Procedures: Outline procedures for handling emergencies or urgent issues.Owner Communication • Serve as the primary point of contact for property owners, maintaining proactive and transparent communication. • Provide regular property performance reports covering occupancy, rental income, and property conditions. • Conduct strategy sessions with owners to align management objectives with investment goals. • Mediate disputes between owners, tenants, and vendors professionally. • Ensure compliance with Minnesota’s property management regulations.Marketing • Manage property listings to ensure accuracy and effective marketing across rental platforms. • Update photos, descriptions, and rental terms based on market conditions.Application Screening • Process rental applications efficiently, adhering to fair housing regulations. • Review and approve conditional applications, assessing risk factors appropriately.Vacancy & Occupancy Management • Ensure active listings remain competitive and attract qualified applicants. • Monitor and adjust property listings to attract qualified applicants. • Provide owners with regular updates on vacancy status and listing performance.Lease Signing & Deposit Management • Oversee lease agreements to ensure accuracy, legal compliance, and alignment with company policies. • Verify that all lease agreements comply with local, state, and federal regulations, including fair housing laws. • Execute new leases within 24 hours of receipt to minimize vacancy periods. • Ensure tenants understand lease terms, property policies, and expectations before move-in. Address any concerns to create a positive tenant experience. • Communicate lease terms to owners and tenants, ensuring transparency. • Work with support staff to confirm units are rent-ready before lease commencement, including final inspections and key delivery.Move In • Conduct thorough move-in inspections before tenant occupancy to ensure the property meets all agreed-upon standards.  • Document the property's condition in detail using photographs and inspection checklists. This helps create a clear baseline for the property's condition at move-in, which can be referenced at move-out to assess potential damages. • Coordinate key collection, finalize rental agreements, and ensure all necessary utilities and services are set up before the move-in date. • Promptly address any concerns that arise during the move-in process. This includes last-minute maintenance issues, questions about the lease agreement, or tenant requests for additional property information. • Communicate directly with property owners about any significant issues discovered during the move-in inspection. Tenancy Management • Monitor tenant payment patterns and manage delinquencies. • Manage non-payment notices, ensuring adherence to local laws and regulations. Property & Lease Violations Management • Notify owners promptly of any property, lease, or HOA violations, ensuring transparency and collaboration on resolution. • Address repeat or severe violations proactively to prevent ongoing infractions, working with tenants, HOAs, and legal teams as necessary. • Implement preventative measures and enforce lease terms to ensure no repeated violations.Delinquency & Eviction Management • Review and approve non-standard payment plans on a case-by-case basis to mitigate tenant delinquency. • Conduct a thorough review of all delinquent accounts before initiating eviction proceedings to ensure compliance with policies and regulations. • Manage evictions as necessary, ensuring that legal steps are carried out appropriately. Engage directly with legal experts when required in the process.   • Notify owners within 24 hours of filing an eviction and provide ongoing updates at each process stage. • Ensure the eviction rate remains below 1% through proactive tenant communication and resolution strategies.Lease Renewal Management • Assess current market conditions, comparable rental rates, and tenant history to establish an optimal lease renewal rate and minimize vacancy. Utilize the Lease Expiration Report to determine renewal rates. • Expectation: Pull the Lease Expiration Report on the 15th of each month (e.g., January 15th for leases expiring April 30th).. 100% of renewal rates must be determined and approved by the 25th of the month, 90 days before lease expiration. • Ensure timely lease renewals to maintain high occupancy and retention rates. • Expectation: Conduct inspections with photos within ±15 days of the six-month lease mark and at least 30 days before the lease anniversary. • Manage discussions with owners and residents regarding renewal terms, adjusting terms as needed to maintain high retention rates while ensuring profitability. • Finalize and sign lease renewals within designated timelines to ensure smooth continuity of tenancy. • Maintain a minimum lease renewal rate of ~78% per month, ensuring sustained occupancy and financial stability for owners.Periodic Inspections & Property Condition Review • Conduct and review periodic property inspections, addressing issues promptly. • Provide owners with detailed summaries, share the full PMI report within 48 hours, and recommend necessary actions. • Review PMI Report & Address Concerns: Analyze Periodic Maintenance Inspection (PMI) reports and initiate follow-up actions within 48 hours of receipt. • For periodic walk-throughs, determine tenant renewal eligibility based on PMI findings before issuing renewal offers. • Ensure applicable PMI fees are charged and recorded per lease agreements.Maintenance Management • Track and manage all outstanding maintenance requests, ensuring prompt and efficient resolution. • Prioritize maintenance tasks based on urgency and impact on property performance. • Handle all escalated maintenance issues directly, communicating with property owners about significant concerns. • Provide detailed information to owners regarding maintenance issues, potential solutions, and cost estimates and obtain approval. • Oversee securing owner contributions for maintenance work exceeding the not-to-exceed (NTE) limit. • Ensure clear and prompt communication with owners, providing justification and documentation for additional funding requests. • Manage capital expenditure projects, including major repairs or upgrades. • Coordinate bids, select contractors, and oversee project progress to ensure compliance with budgets and timelines.Move-Outs/Turnovers • Conduct detailed move-out inspections immediately after the tenant vacates to assess property condition. • Document all findings, focusing on damages beyond normal wear and tear to determine necessary repairs and cleaning tasks. • Use inspection results for security deposit deductions and turnover maintenance scope. • Develop a comprehensive Scope of Work (SOW) outlining required repairs, renovations, and cleaning tasks based on the move-out inspection. • Communicate the SOW to the property owner, detailing anticipated costs and turnover timelines. • Seek owner approval for significant expenses exceeding predetermined thresholds and discuss potential upgrades to increase rental value. • Secure owner contributions for any turnover work that exceeds the not-to-exceed (NTE) limits in the property management agreement. • Ensure transparency in accounting for contributions, providing clear justifications and cost breakdowns. • Maintain regular communication with property owners regarding turnover progress, completion timelines, and any challenges encountered. • Confirm final rent-ready status with owners before listing the property. • Conduct final quality control inspections to verify all maintenance tasks meet high standards before declaring the property rent-ready. • Oversee turnover budgets, ensuring all expenses are justified and within the allocated amount. • Work closely with accounting to track expenditures and adjust as needed to stay on budget. • Based on move-out inspection findings, prepare detailed breakdowns of security deposit deductions for outgoing tenants. • Ensure all security deposit charges are accurately documented and comply with local housing laws.Security Deposit (SD) Dispositions • Assess tenant liabilities for damages, cleaning, and outstanding balances following lease terms and local regulations. • Ensure the accuracy and compliance of Security Deposit (SD) Disposition Letters before submitting them. • Provide property owners with a summary of charges and disposition details before finalizing the SD Disposition. • Address tenant and owner inquiries or disputes regarding deposit deductions promptly and professionally.Owner Termination & Transition Management • Oversee the termination process, ensuring clear communication with property owners and compliance with contract terms. • Facilitate the smooth handover of properties to the owner or third-party management with minimal disruption to tenants and operations. • Ensure 100% of the owner’s outstanding balance is collected within 30 days of termination. • Prepare and finalize the owner’s closing statement, ensuring all financial reconciliations are accurate and complete. • Handle any outstanding tenant security deposit dispositions in compliance with lease agreements and legal requirements. • Terminate any active vendor contracts (e.g., landscaping, maintenance) to prevent unnecessary charges post-termination.Key Performance Indicators (KPIs) • Occupancy Rate: Maintain an occupancy rate of 95% or higher across the property portfolio. • Maintenance Response Time: Respond to 95% of maintenance requests within 24 hours and resolve 95% within 72 hours. • Lease Renewal Rate: Achieve a renewal rate of 55-78% for expiring leases.Education/Experience Requirements • Possess and maintain a real estate license required. • Comprehensive understanding of the laws and statutes applicable to property management within the jurisdiction. This includes knowledge of tenant rights, property standards, and compliance regulations. • Possess leadership abilities with strong skills in team coordination, conflict resolution, and building professional relationships. Must exhibit a customer service-oriented approach with a record of maintaining high tenant satisfaction. • Excellent verbal and written communication skills are essential. Capable of drafting clear and professional reports, correspondence, and documentation and effectively communicating with tenants, owners, and team members. • Must possess outstanding organizational abilities and excellent time-management skills. Should be adept at prioritizing tasks, managing multiple projects simultaneously, and meeting deadlines. • Expertise in using property management software is preferred. The candidate should be able to efficiently use all software features, including data entry, report generation, and system management. • Strong attention to detail is critical for ensuring accuracy in lease documentation, financial transactions, and compliance with policies and regulations. • Ability to work independently with minimal supervision, demonstrating initiative and the capacity to make informed decisions based on property management best practices. • A friendly and professional demeanor is crucial. The candidate should be approachable and capable of creating a positive environment for tenants and staff.Why Join Us? • We are looking for an experienced and tech-savvy Property Manager who is eager to grow into a leadership role as we rapidly scale. As the first hire, you will be instrumental in shaping company operations, and leveraging technology to maximize efficiency, and setting the foundation for long-term success. This is an exciting opportunity for someone with an entrepreneurial mindset who wants to be part of a high-growth property management company that is doing things differently.  • Competitive Salary, Incentive based profit share potential.Job Requirements • M-F 8:30-5 pm, or as necessary to complete job responsibilities. • Available after hours/evenings as needed. • Office / In-Field position. • Travel required. • Possess and maintain a valid driver's license. • Possess proper auto insurance. • Maintain a working phone and computer.This description is intended as a guide only. The listed duties may be changed at the discretion of the company.