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 2: Top Responsibilities of an Onsite 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 2, we looked at the main duties of an onsite property manager. We also discussed how they handle the daily operations of your rental property or multifamily real estate. Now, let’s turn to the crucial task of hiring the right person for this role. Finding the right onsite manager can be a pivotal decision that affects tenant satisfaction, property value, and overall efficiency.

This guide will give you a step-by-step way to hire someone. It covers finding important traits and doing a complete screening. This includes having an onsite interview.

We’ll also cover tips on how to avoid common pitfalls during the hiring process, and the pros and cons of hiring a full-time onsite property manager. Let’s dive in.

1. What Traits to Look for in an Onsite Property Manager

When hiring an onsite manager, you’ll want to focus on specific traits that indicate they can handle the responsibilities efficiently. Here are the top qualities to prioritize:

Reliability and Work Ethic

Your onsite property manager must be dependable and able to work independently. They oversee the day-to-day tasks like handling maintenance requests and tenant concerns, which requires a high level of reliability. Property management is often time-consuming, so a great work ethic is critical in ensuring nothing falls through the cracks.

Communication Skills

Strong communication skills are essential, as the onsite manager will regularly answer questions from tenants, relay information to your property management company, and coordinate with vendors. Clear, prompt communication reduces misunderstandings and helps resolve issues faster, contributing to a smoother workflow.

Problem-Solving Ability

An effective onsite property manager should be resourceful and able to think on their feet. Whether it's a leaky faucet or a tenant dispute, they must be able to solve problems quickly. For example, they may handle maintenance requests themselves or escalate larger issues to your offsite property management company.

2. The Comprehensive Screening Process

Once you’ve identified the ideal qualities for an onsite manager, the next step is to run a comprehensive screening to ensure you’re making the best hire.

Here’s a breakdown of the screening process:

Step 1: Background Check

Before moving forward with any candidate, conduct a thorough background check. This step helps verify that your potential hire has no prior criminal history or legal issues that could jeopardize your property’s safety. A background check also provides insight into their financial responsibility, which can be essential for managing tenants and sensitive situations.

Step 2: Reference Checks

Talking to past employers or supervisors gives you a clearer picture of the candidate’s reliability, character, and ability to handle day-to-day property management duties. Ask specific questions about how they managed maintenance requests, interacted with tenants, and maintained the property.

Step 3: Onsite Interview

Conducting an onsite interview allows you to see how the candidate interacts with the property and its environment. This is also a great opportunity for them to showcase their practical skills. Ask situational questions, such as how they would handle tenant emergencies or coordinate with vendors, to gauge their problem-solving abilities.

During the onsite interview, also assess their comfort level with digital tools, such as property management software, which they will likely use to track maintenance requests and keep records of rent collection.

3. Evaluating Technical Skills

In addition to soft skills, your onsite property manager must possess some technical abilities. Managing a rental property has become increasingly digitized, making proficiency in technology and software more important than ever.

Property Management Software

Familiarity with property management software is critical. This technology simplifies the management of maintenance requests, tracks tenant payments, and organizes all day-to-day operations. Make sure your candidates are comfortable with tools like AppFolio or Buildium, which streamline processes and enhance overall efficiency.

Social Media and Technology Use

Although less common, some onsite property managers may be asked to manage basic social media tasks or help market the property’s vacancies through platforms like Facebook Marketplace. Candidates who are savvy with technology can bring added value, especially when you want to expand your property’s digital presence.

4. Red Flags to Watch Out For During the Hiring Process

As with any hiring process, there are several warning signs that may indicate a candidate isn’t the right fit for your onsite property. Here are some common red flags:

Lack of Attention to Detail

If the candidate provides vague answers during the onsite interview or doesn’t follow up on specific points, it may be a sign that they lack attention to detail. Since onsite managers often deal with legal and safety concerns, attention to detail is crucial for their role in managing your rental property.

Poor Communication Skills

Given the importance of handling tenant relations and coordinating with the property management company, weak communication skills are a red flag. Miscommunication with tenants or vendors can lead to unresolved problems and tenant dissatisfaction.

Inflexibility in Schedule

Your onsite manager will be expected to handle emergencies that may arise outside of regular work hours. If a candidate seems unwilling to be flexible with their availability, this could cause issues when dealing with tenant emergencies.

5. The Pros and Cons of Hiring an Onsite Property Manager

Before finalizing your decision, it’s important to weigh the pros and cons of hiring a dedicated onsite property manager versus outsourcing these responsibilities to a property management company. Here’s a quick breakdown:

Pros:

• Immediate Tenant Assistance: With an onsite manager, tenants have direct access to help for issues like repairs or lockouts, which can boost satisfaction and retention.
• Property Upkeep: Regular presence ensures the property is well-maintained, and small problems are identified before they become major issues.
• Faster Rent Collection: An onsite manager can collect rent in person or coordinate with tenants who may have payment questions or concerns, streamlining the rent payment process.

Cons:

• Time-Consuming Hiring Process: The hiring process can be time-consuming, especially when it involves conducting background checks, onsite interviews, and reference checks.
• Higher Costs: In addition to paying the property management fee, you may also need to provide housing or a salary to your onsite manager, which can increase operating costs.
• Legal and Compliance Issues: Managing an onsite employee comes with the need to stay compliant with state and local employment laws, including overtime, taxes, and labor requirements. In some cases, this can complicate your property management responsibilities.

6. Consider Outsourcing to a Property Management Company

If the thought of directly managing an onsite property manager seems overwhelming, you might want to consider outsourcing the task to a property management company. Many real estate agents and property owners prefer to leave the complex aspects of managing tenant relations, maintenance requests, and rent collection to professionals.

A property management company can take care of everything—from hiring and managing the onsite manager to ensuring compliance with state and local laws. This can reduce stress and free up more time for you to focus on other investments, such as expanding your portfolio or managing a single-family home.

Hiring the perfect onsite property manager is an essential step in ensuring the success of your real estate investment. From conducting a background check and onsite interview to assessing technical skills and watching for red flags, the hiring process requires careful planning and execution. By focusing on key traits like reliability, communication, and problem-solving, you can find a manager who will keep your property running smoothly and your tenants happy.

In the next part of this series, we’ll explore how to compensate your onsite manager in a way that balances the financial needs of your property while remaining compliant with state and local regulations.

Explore Other Parts in the Series:

• Part 1: What Is an Onsite Property Manager and Why You Need One?
• Part 2: Top Responsibilities of an Onsite 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?