Property Manager

Position Summary:

The purpose of this position is to manage and oversee the operations and administration of an assigned housing community. This includes marketing, leasing and lease enforcement, rent collection, continued occupancy, inspections, service contracts, resident services, budgeting and assuring the positive financial performance of the property. The Property Manager I is vested with the authority to make discretionary decisions of any monetary value of less than $500 per occurrence in the event circumstances occur that are not covered by written instruction or known policies and procedures. The individual is part of a team that is committed to high performance and quality customer service.

Salary Range: $19.23 - $32.45/ hr.

Pay Grade: 9

Key Responsibilities:

A. Marketing and Leasing

• Develop and maintain plans to achieve and maintain a minimum of 98% occupancy at assigned property.
• Design and update annually marketing plans that accurately reflect your market needs and opportunities.
• Accurately calculate initial rent based upon all family income, qualified deductions and eligible utility allowances.
• Responsible for maintaining 98% or above occupancy rate of the assigned property at the highest level possible and help ensure the property is maintained in a safe and decent condition.
• Execute lease on behalf of IHA and conduct Move-In Inspections and leasing orientation with each lessee.
• Initiate actions necessary to control vacancies and unit turnover in accordance with applicable HUD and IHA guidelines.

B. Continued Occupancy

• Perform timely and accurate Annual and Interim Reexaminations of factors affecting eligibility, suitability and rent of each family in occupancy.
• Responsible for the timely collection of tenant accounts.
• Monitor and enforce resident compliance with the lease in a manner that establishes and sustains a positive living environment for all families. Warning notices and/or termination notices may have to be issued.
• Conducts housekeeping inspections when there is a report of poor housekeeping by maintenance or sub-contractor. Ensure follow-up of the housekeeping inspections over a 30-day period to get things under control.
• Conducts move-out inspections in a timely manner and accurately calculate charges per IHA policies.
• Monitor occupancy and unit availability and unit condition in a manner that ensures that units are properly maintained and re-occupied in accordance with PHAS or Public Housing Assessment System.
• Manage Transfer and Reasonable Accommodation List.
• Ensures that all tenants that qualify for EID or Earned Income Disallowance receive the benefits from the regulated program as well as the JPEID if that specific property has the Jobs Plus Grant assigned to it.

C. Resident Relations

• Establish and maintain positive relations by interacting with community residents through formal and informal meetings, and through oral, telephonic and written communication. During a Pandemic, this goal will be placed on hold and only communicate electronically or by telephone.
• Respond to complaints of tenants in a timely manner and document all interactions with tenants into the software system notes.
• Conduct all interactions with tenants and vendors in a courteous, professional manner.

D. Financial Planning and Management

• Monitor the collection of all rent and charges and take appropriate actions, as allowed per HUD and IHA policies, to minimize or eliminate delinquent accounts.
• Achieve maximization of resources and implementing measures to contain utility costs and promote conservation.
• Maintain 98% or above rent collection efficiency for all residents in occupancy at assigned property.
• Participate in the budget process of said assigned property.

E. Maintenance

• Inspect on a regular basis the buildings and grounds, noting deficiencies, and initiating and confirming the appropriate corrective action.
• Communicate with the Maintenance Supervisor when you see poor work by the maintenance staff.
• Work effectively with the Maintenance Supervisor to ensure that maintenance is responsive to the needs of the property and residents and ensure that IHA policies are followed for safety.
• Conducts quality control inspections of each make ready dwelling unit to ensure that the make ready unit is complete before releasing the contractor from required duties. Once the property manager releases said contractor and accepts keys back for the make ready vacancy, then we cannot hold that contractor responsible for missed items. Those will have to be done by IHA staff at that point.
• Perform unit inspections with the 3rd Party Inspector hired by IHA to perform Annual Inspections on every unit and system.

F. Security

• Identify safety and security risks to property and residents, and recommend and assist in the development of plans to reduce or eliminate those risks.
• Assist and communicate with the contracted Security while they are on property to ensure IHA gets consistency and adequate work standards.
• Take reports issued by contracted Security and input needed information into software for evidence and documentation.
• Create a positive relationship with security and local law enforcement.

G. Resident Services

• Coordinate with Resident/Tenant Association Councils for upcoming events or services in the community that could benefit the tenants.
• Refer any requests from the Resident Associations to ROSS Service Coordinator to assist in whatever request is needed as well as the Jobs Plus Case Manager and/or Job Developer if said property has this grant available to it.
• Strengthen the IHA and Resident Partnership and promote improved quality of life by providing technical assistance to the recognized group.
• Facilitate the administration of the Community Service requirements in accordance with applicable regulations and IHA policy.
• Attend resident council meetings if the resident council requests it in writing.

H. Recordkeeping and Reporting

• Record client information on the electronic housing software (SACS) and maintain detailed electronic notes on each application file as to the status of processing.
• Maintain files, records and manuals in accordance to Federal Regulations, State Regulations, IHA policies and any other requirement.
• Serve as the primary point of contact for questions and issues relating assigned caseload. Make recommendations for improvements to procedures, policies, and software capabilities based upon working knowledge.
• Maintaining and updating participant information in computer database
• Print and review all required monthly PIC and EIV reports. Ensure that all reports are placed in binders or files to show each month and how the information was reviewed and handled. Make sure the information is organized for ease of audit by the Deputy Executive Director or IHA Independent Auditor.
• Collect and submit data for insurance claims, damage claims, follow-up repair work on damaged units and associated resident relocation.
• Monitor and pull camera video footage, when necessary, and save recorded files onto P:drive of the IHA server for future reference and need.

I. Terminations

· Responsible to send out terminations of lease due to violations of non-payment (except during a non-eviction moratorium for rent); lease violations, criminal or drug related activity on the property or conviction of criminal or drug related activity off the property. All termination notices need to have the reason for termination in the letter and copies of all evidence against the lease holder has to be to attached along with VAWA form and Informal Grievance Hearing Request, unless the termination is for criminal or drug related activity, then no hearing is granted per ACOP.

J. Miscellaneous / All other Duties As Assigned

• Observe all Fair Housing / Equal Opportunity Regulations and Laws by providing responses ethically to the clients.
• Ensure that all client information is handled with the strictest confidentiality.
• Maintain excellent client relations and customer service.
• Communicate in a positive, professional and organized manner in person, phone, email, fax or mail.
• Performing all work duties and activities in accordance with Independence Housing Authority (IHA) policies and procedures and federal regulations.
• Responds to all After-Hour Emergencies on their assigned property, such as Fire, Flood, Tornado, etc. This can occur evenings, weekends or holidays.
• Attends all required staff meetings, unless on scheduled leave.
• Other duties as assigned by the Deputy Executive Director.

Knowledge/Skills/Abilities:

• Excellent customer service skills and desire to provide service that is humanizing, compassionate, and committed at all times.
• Outstanding oral and written communication skills.
• Functional knowledge using computers, email, and Microsoft Office.
• Knowledge of Federal housing program regulations, HUD regulations, and the Housing Choice Voucher Program.
• General principles and best practices of office management.
• Interviewing and negotiation techniques and principles.
• Principles of business letter writing and record-keeping.
• English usage, spelling, vocabulary, grammar and punctuation.
• Problem solving skills and the ability to work creatively with team members and program participants to find solutions to provide the best service possible.

Minimum Qualifications:

• High School diploma or GED equivalency and (3) years of experience in property management, subsidized LIPH and/or HCV program compliance; or any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work effectively.
• Must obtain Public Housing Occupancy and Rent Calculation Certification within the 1st three months of employment.
• Willingness to travel overnight for training, conferences or workshops.
• Possession of a valid MO motor vehicle operator’s license is required.
• Must be bondable and insurable.
• Computer and software experience in a related background.
• Precise and accurate documentation skills
• Knowledge of HUD / PHA regulations.
• Ability to read, interpret and understand and apply regulations by Federal, State, local laws and codes.
• Possess good mathematic / quantitative skills
• Strong problem-solving skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses.
• Candidate must read, write and speak in a manner reflecting a professional business position.
• Ability to work well on your own and as part of a team
• Ability to effectively communicate verbally and in writing with a variety of people, one-on-one, in small groups and with larger groups. Contacts include a diverse, low-income population, landlords, property managers, IHA staff, and the general public. All customers must be served in a manner that reflects courtesy and professionalism.

Work Environment:

The person holding this position will work in both an office environment and on property .

Special Requirements:

· The employee must hold a valid MO driver’s license

· The employee must pass a federal, state and local criminal background clearance

· The employee must not be under the influence of drugs and alcohol while on property performing work for IHA. If drugs or alcohol is determined to be an issue while performing job duties, this is reason for immediate termination of your position. Even though the State of MO has passed Medical Marijuana, IHA prohibits the use of this per our Personnel Policy and under our ACC agreement with the U.S. Department of Housing and Urban Development.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; reach with hands and arms; climb or balance; stoop, kneel, crouch and crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Position Type/Expected Hours of Work:

This is a full-time position. Regular hours of work and days are Monday through Friday, 8:00 AM to 4:30 PM. However, this position may require evening and weekend work a few times per year.

Travel is primarily local during the business day between housing units and to partner offices, although some out-of-the-area and overnight travel for training may be required a couple of times per year. This position will require you to have your own vehicle transportation to and from your home to the office.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change by IHA Management to fit the mission of the IHA.

Supervisory Responsibilities:

None

Competencies and Characteristics of a Successful Position Holder:

A. Ethical Conduct: Adheres with the rules and standards set by the Independence Housing Authority and federal, state and local laws for housing authorities

B. Client Focused: Committed to the understanding of client needs and successfully applying them

to IHA programs and project development

C. Results Driven: Can be counted on to exceed goals successfully; mission-driven, bottom-line

oriented; steadfastly pushes self and others for results

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience level:

• 3 years

Schedule:

• 8 hour shift
• Monday to Friday

License/Certification:

• Driver's License (Preferred)

Work Location: In person

Salary : $19 - $32