The organization of these large firms is complex. At the top, there is a board, a
president and/or CEO. There are generally several vice-presidents usually aligned with the
different operating divisions, for example, property acquisition, property development,
construction, multifamily housing operation, commercial property, etc.
There is also a fair amount of vertical structure. Within a multifamily housing
operating division, there may be regional directors or vice presidents who are responsible for
properties in a fixed geographical area. There may be one or two layers of property
managers beneath the regional directors depending on the number and size of properties
within a defined geographical area.
One of these layers of senior property manager is typically responsible for several
properties within more local geographical areas, for example, within the Milwaukee
metropolitan area or for an area from Northwest Illinois to Green Bay. The size of the area is
dependent on the number of units and the properties that are owned and managed. The exact
structure may vary depending on circumstances. One of the persons we interviewed was
located on-site and acted as a site manager for a particular property and also as a senior
property manager with oversight for two additional properties.
At the property level, depending on the number of units, the number of buildings, and
the location there is usually a site or property manager, perhaps an assistant property
manager, a leasing manager and some number of leasing agents. Also, there is usually a
maintenance supervisor and maintenance staff. In high-rise buildings, you may find front
desk staff, security personnel or a door person, and perhaps a concierge and cleaning staff.
The property manager is responsible for developing budgets, processing receivables,
supervising staff, tenant relations, advertising, developing proposals, etc. Leasing managers
and staff are responsible for leasing space and tenant relations.
The maintenance manager at larger properties is usually someone with some training
and/or experience who is capable of repairing and maintaining most of the equipment found
on-site. The maintenance staff are typically less well-trained helpers for the maintenance
manager. Because high-rise buildings typically have more systems and perhaps more
complex systems, the maintenance supervisors in these buildings may have more experience
and training than maintenance supervisors for other types of settings.
There is some lack of consistency in the pattern of relations between the site manager
and the maintenance supervisor. In some organizations, the maintenance supervisor reports
directly to the site manager. In other cases, the maintenance supervisor may report to
someone in facilities maintenance higher in the organization, and coordinate with the site
manager. Which of these arrangements may occur is likely affected by factors such as the
number of properties in close proximity to each other.
Although site managers may have some discretion in decision-making, they do not
have a great deal of autonomy in decision-making in these large firms. Usually, there is an
upset limit, such as $1,500 to $2,000, at which point a site manager passes the decision-
making to a senior property manager for approvals. One of the site managers we interviewed
had a decision limit of $7,500. The types of decisions that on-site managers make are usually
quite circumscribed. For instance, they may authorize a refrigerator replacement but they are
not likely to make a general change in the style, model, or efficiency rating of a refrigerator
without authorization from someone higher in the organization. A lot of the discretion and
authority for major decisions resides with the senior property managers or is initiated by
them and then moved up the chain of command. It is the property supervisors who make the
4.284