Property Manager

Description

The Property Manager is responsible for overseeing and ensuring the financial stability of the assigned property while maintaining compliance with all regulatory contracts and ensuring that daily operations are in accordance with agency & program policies and procedures and meeting agency & program performance standards.

Essential duties and responsibilities:

Supervises: Administrative Assistants, Services Coordinators.

General functions:

• Maintain occupancy standards including effective coordination and monitoring of unit turns, including efficient scheduling and use of vendors.
• Responsible for executing a lease with tenants and providing orientation to new tenants.
• Promote resident retention by ensuring a strong commitment to customer satisfaction that includes appropriate communication and understanding of the populations served.
• Build a community among the residents through the promotion of both planned and informal use of community space, and various activities and events.
• Counsel tenants on lease and/or tenant rules violations.
• Participate in the preparation of the annual budget and effectively monitor and control expenses within the constraints of the annual budget, this includes monitoring monthly financial statements and reviewing variances with the program director.
• Conducts annual performance evaluations with all supervised staff members.
• Ensures the daily, weekly, monthly and annual janitorial/maintenance duties are being performed per agency policy and procedures.
• Performs quarterly unit inspections.
• Monitors service contracts with vendors to ensure they are meeting contractual obligations and update information accordingly.
• Obtains bids from vendors as needed and consults with the Director and Facilities Maintenance Director in determining capital improvement projects and developing the scope of work.
• Ensures each property has an emergency evacuation plan.
• Maintain health and safety standards and ensure that common areas are clean and sanitary.
• Assist accounting staff and auditors with annual audits.
• Observes and follow all guidelines on confidentiality rights of residents and respect their privacy.
• Recruits, hires, trains, evaluates, and supervises assigned staff.
• Provides administrative and programmatic supervision and models effective leadership to staff.

RESMAN Management System

• Maintain property waiting list in RESMAN Management Software in accordance with policy and effectively communicate application procedures and eligibility requirements to prospective tenants.
• Collects rent and other monies makes bank deposits, accurately enters cash transactions and other pertinent information into RESMAN Management Software in accordance with policies and procedures.
• Review tenant delinquencies on a monthly basis and inform tenants on what their balance due for their rent for the month.
• Accurately input accounts payables in the RESMAN Management Software in a timely manner.
• Collects rent and other money. Makes bank deposits, accurately enters cash transactions and other pertinent information into RESMAN Management Software in accordance with policies and procedures.
• Input work orders in RESMAN Management Software to meet emergency and corrective needs of tenants and monitor their completion.

Compliance and Reporting

• Responsible for maintaining and implementing Affirmative Fair Housing Market Plan (AFHM).
• Responsible for knowing HUD 4350.3 handbook to ensure compliance with all HUD regulations.
• Ensure that applications, certifications, and recertification's are being conducted according to the HUD requirements and Tenant Selection Plan (TSP).
• Maintain and organized tenant files per agency and program policies and procedures.
• Ensure the property is in compliance with Fair Housing and Landlord-Tenant laws.
• Run Enterprise Income Verification (EIV) according to schedule for the reports.
• Responsible for property maintenance per the Real Estate Assessment Center (REAC) standards.
• Responsible for the Management Occupancy Review (MOR) as it pertains to the tenant files, company procedures, Tenant Selection Plan (TSP), and the House Rules.

Training and Certifications

• Attends training required of employees and staff meetings as scheduled.
• Attend external training as appropriate/approved to improve knowledge and job skills.
• Must obtain the Certified Occupancy Specialist (COS) within one year of hire.
• Required to attend Fair Housing training immediately after hired and annually thereafter.

Other Duties & Responsibilities:

• Understanding of basic multifamily property management concepts.
• Understanding of HUD rules related to select properties.
• Ability to supervise others including hiring, coaching, training, and evaluating.
• Successful completion of Certified Occupancy Specialist for select properties must be achieved within the first year of employment.
• Knowledgeable of housing rules and regulations such as Fair Housing, the Americans with Disabilities Act, and reasonable accommodations.
• Ability to set limits and boundaries effectively.
• Must be able to work without a great deal of supervision, and maintain a high level of productivity to meet the projective goals for the program.
• Complies with all applicable training requirements and with all company safety, personnel, and operational policies and procedures.
• Ability to generate and maintain comprehensive reports and documentation.
• Complies with work schedule to ensure effective operations of Agency programs.
• Contributes positively as a member of a productive and cooperative team.
• Participates in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process.
• Must be sensitive to and respect cultural diversity amongst clients, staff, and volunteers and able to work with diverse racial, ethnic, and economic groups.
• A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance.
• Make a commitment to serve all people with respect, compassion, and cooperation.
• Performs other duties, as necessary.

Requirements

Education and Experience:

• The Property Manager must have a Bachelor’s degree in Business or a related field and have 3 years of experience in the housing sector.
• Knowledge of HUD/PRAC regulations is required. Bilingual fluency in English and Spanish is a plus.
• Have the ability to communicate effectively both verbally and written.
• Proficiency with computers, MS Office and Windows, and the ability to learn property management software is required.
• Experience with office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.

Other Skills and Abilities:

• Strong attention to detail.
• Ability to organize, prioritize, self-motivate, and deliver results.
• Excellent communication and writing skills.
• Ability to set appropriate limits, work under deadlines, and must be able to multi-task.
• Strong sense of ownership & urgency.
• Ability to shift priorities in an atmosphere where interruptions are frequent.