Top Responsibilities of an Onsite Manager

Anthony A. Luna • September 29, 2024

The Essential Guide to Hiring Onsite Property Managers: Part 2

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:


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:

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What Is Fair Rent for My Property?

By John David Sarmiento • April 11, 2025
Setting the right rent isn’t just about earning income — it’s about finding the balance between maximizing cash flow and keeping your property consistently occupied. So, what exactly is fair rent for your property? Whether you're renting out a single-family home, an apartment, or a unit in a multi-family building, finding a fair rental price starts with a thoughtful look at your property, your market, and what today’s renters are willing to pay. Start with Comparable Rentals The best way to find a fair rent is to research comparable rentals in your area. Look for listings similar in: Square footage Number of bedrooms and bathrooms Neighborhood Condition and amenities Platforms like Zillow, Apartments.com, or Rent.com are a great place to browse rental listings and compare active prices. If you’re seeing similar units listed at a higher rate than yours — and they're still on the market weeks later — that could be a sign they’re overpriced. Units that rent fast tell you what renters are actually willing to pay. Real Example: Pricing a 2-Bedroom in Long Beach Let’s say you own a 2-bedroom, 1-bath apartment in Long Beach with around 900 square feet. You check listings and find similar properties renting for $2,300 to $2,500. Zillow shows a rent zestimate of $2,400 — a decent starting point, but not the full picture. After looking at how long listings have stayed active and talking to a local property manager , you find out that well-maintained units with in-unit laundry and parking are consistently getting rented at $2,350. You price your unit accordingly, giving yourself a competitive edge while still earning market value. Avoid Relying on Algorithms Alone Automated pricing tools like the rent zestimate are useful for a ballpark figure, but they often miss local demand shifts, recent upgrades, or what renters truly value in your neighborhood. Use them as one data point — not your final decision-maker. Other Factors That Influence Fair Rent Your final rent amount should reflect more than just comps. Consider: The property’s condition: Have you renovated or upgraded appliances recently? Extras included: Are you covering any utilities? Is there secure parking or outdoor space? Seasonality: Rental demand can vary throughout the year. Your goals: Are you focused on fast occupancy or maximizing revenue? Professional support: A trusted rental manager or property manager can offer current insights based on tenant activity, vacancy rates, and pricing trends.  How Property Managers Help You Set the Right Price If you're unsure what to charge, a local property manager can evaluate your unit, compare it to others in your area, and recommend a pricing strategy that balances demand and return. They also help adjust your price over time as rental rates shift, and they’ll guide you in attracting and retaining quality tenants who value both the price and the property. Final Thoughts So, what is fair rent for your property? It’s the price that matches what your unit offers, reflects the current market, and appeals to qualified renters. It’s not necessarily the highest number possible — it’s the one that helps you rent quickly, reduce turnover, and maintain steady income. With a little research, a realistic view of your property’s features, and guidance from local experts, you’ll be well-positioned to price your rental right — and keep it occupied with great tenants.

How to Increase Rent Without Losing Tenants

By John David Sarmiento • April 10, 2025
One of the most delicate parts of owning a rental property is figuring out how to increase the rent without driving away good tenants. While you want to stay competitive with market rates , it’s equally important to maintain stable occupancy and avoid costly turnovers. The good news? With the right strategy and timing, raising rent doesn’t have to come at the cost of your tenant relationships. 1. Know Your Local Market Rates Before you decide to raise the rent , research similar properties in your area to understand current rent prices . If you're significantly below market value, a reasonable increase is often accepted — especially by tenants who like where they live. Even if you're close to market rate, a small adjustment can still make sense if you’re offering added value like upgraded amenities, responsive maintenance, or flexible lease terms. 2. Time It Around Lease Renewals The best time to increase the rental rate is when a tenant is renewing the lease . This gives them the chance to consider the new rate and evaluate their options — all while avoiding the hassle and cost of moving. Be sure to send a formal rent increase notice with enough lead time, typically 30 to 60 days in advance, depending on local regulations. 3. Communicate the “Why” Clearly When increasing rent, communication is everything. Let your tenants know the reasons behind the increase: Rising property taxes or insurance Increases in maintenance or utility costs Alignment with market rates Planned improvements to the unit or building Even if they don’t love the change, most tenants are more receptive when they feel respected and informed. 4. Offer Options and Flexibility If you’re working with long-term tenants you’d like to keep, consider offering choices to soften the increase: Extend the lease at the current rate for a few more months Offer a discounted rate for early renewal Split the increase over two payments instead of one lump sum This approach shows that you're not just looking to raise the rent , but to build a fair and lasting relationship. 5. Lean on Your Property Manager (If You Have One) Experienced property managers can provide insight into local rent prices , craft professional communications, and help navigate lease renewals in a way that keeps tenants happy while protecting your bottom line. They can also deliver rent increase notices and handle pushback more objectively. If you manage your property on your own, consider consulting a manager or local expert before finalizing your approach. Final Thoughts Increasing the rental rate is a normal part of owning a rental property , but it should always be done with care and intention. When you base your decisions on market research, communicate transparently, and give tenants room to respond, you’re more likely to keep good renters in place — even at a higher price point.  Want help reviewing your current lease structure or market position before you raise the rent? We’re here to support you.

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By John David Sarmiento • April 9, 2025
Finding the right tenant is one of the most important things you’ll do as a property owner. The right renter can mean steady income, fewer problems, and long-term stability — while the wrong one can lead to missed rent, damage, or legal headaches. So how do you actually find great tenants for your rental property? Here's a clear, step-by-step approach that works — whether you're a new landlord or a seasoned investor. 1. Write a Clear, Honest Rental Listing Start by crafting a listing that highlights what makes your property attractive, but also sets clear expectations. Good property descriptions should include: Rental price and lease length Number of bedrooms and bathrooms Location and amenities Any restrictions (pets, smoking, etc.) Post your listing on multiple rental listing sites — but don’t underestimate the power of rent signs in front of the property, especially if it's in a high-traffic area. 2. Market Where Your Ideal Tenants Are To reach more prospective tenants , take your marketing beyond listing sites. Post your property on social media , community groups, and even local forums. Word of mouth can also be powerful — let friends, colleagues, and neighbors know the unit is available. Make sure your contact information is easy to find and consistent across platforms. You want prospective renters to reach you quickly when interest is high. 3. Use a Standard Rental Application When potential tenants reach out, have a standard rental application ready to go. This not only helps you stay organized, but ensures you’re collecting all the info you’ll need for the next step — tenant screenings . A good application should request: Full name and contact details Employment and income information References and previous landlord contacts Authorization for a background check and credit score pull 4. Screen Tenants Thoroughly (and Legally) One of the most critical steps in finding good tenants is how you screen tenants . Don’t skip this part — it’s where most rental issues can be avoided. Effective tenant screenings usually include: Background check (criminal history, eviction records) Credit score and payment history Verification of employment and income Reference checks with their previous landlord Always follow housing laws when screening applicants. Be consistent, fair, and avoid any language or decisions that could be considered discriminatory under the Fair Housing Act. 5. Collect a Security Deposit and Finalize the Lease Once you’ve found a great tenant , collect a security deposit (within the limits set by your state), and have both parties sign a clear, legally binding lease agreement . Your lease should detail rent amounts, due dates, responsibilities, and procedures for repairs or disputes. If you're not sure how to draft one, consult with a landlord or property manager familiar with local rental laws. Final Thoughts Finding the right tenant takes more than just putting up a listing — it takes a clear strategy, legal awareness, and the ability to evaluate prospective tenants fairly and confidently. The effort you put in now saves time, money, and stress later.  If you're unsure or simply want to ensure a smooth process, working with a professional property management company can make tenant placement and lease compliance much easier.
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