Assistant Rental Manager

Commitment to Citizen Service

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.

Position Summary: The Assistant Rental Manager will be directly working with the Rental Manager to manage all aspects of the day-to-day operations of all residential housing rental properties owned by the Pokagon Band of Potawatomi Indians including assisting with applicant waiting lists, screening, new tenant orientation, tenant relations, meeting occupancy goals, coordination of maintenance repairs, security, landscaping, and snow removal. The Assistant Rental Manager will assist in handling tenant complaints, service requests, and must be familiar with the terms of tenants’ leases and Pokagon Band and local tenant/landlord laws.

Essential Functions:

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner and generate work orders. Follow-up with the tenant to ensure satisfactory resolution of the issue.
• Assist the Rental Property Manager with supervising and provide direction to maintenance and administrative support personnel.
• Analyze financial & housing management reports to efficiently allocate resources to rental unit management.
• Assist with project management of housing village development, capital improvements, and repairs.
• Assist Rental Manager with annual budget preparation.
• Oversee periodic inspections of the property and tenant spaces to ensure compliance with leases and proper upkeep of the property. Including tenant move-in and move-out inspections.
• Ensure that files are properly maintained and kept up to date in accordance with Band Housing policy and HUD requirements.
• Administer tenant occupancy including providing the new tenant with a list of emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
• Create dynamic & fun activities to welcome new tenants, reward good tenants, and create an exciting and warm community atmosphere.
• Chair quarterly tenant association meetings to include prepare agenda, invite presenters, and communicate village news to tenants.
• Identify tenants who may need additional assistance beyond housing and refer them to inside or outside resources for help.
• Work collaboratively with Department teams to ensure services are provided and the highest level of service is maintained.
• Work closely with Rental Manager to ensure correct monthly billing for rental amounts, fees, and other charges.
• Assist with collection follow up activities on all delinquent accounts.
• Calculate monthly rent based on tenant income using HUD and Band Housing formulas for low-income tenants. This includes annual HUD recertification and income verification.
• Accept rent payments following cash handling procedures and ensure all funds are accounted for in conjunction with Rental Manager and Director.

Non-Essential Functions:

• Perform other related functions as assigned.

Equipment:

• Standard office equipment.
• Digital camera, photo compression and storage software.
• Systems used: MS Office applications, CRM, and Internet. Intertribal Housing Management software.
• Housing vehicle.

Position Requirements:

• Bachelor’s Degree in related field or a minimum of four (4) years progressive management experience of 100 units required.
• Intermediate proficiency with Microsoft Excel and Microsoft Word is required.
• Strong delivery of positive service and excellent communication skills, both oral and written.
• Must maintain client confidentiality.
• Ability to keep a permanent clean driving record.
• Must pass comprehensive background check to include ability to work around children.

Indian Preference

• Pokagon Band Preference Code applies.

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
• Frequently required to talk and hear.

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. Will be required to visit rental properties in Dowagiac, Hartford, South Bend, Paw Paw, and Watervliet.

Competencies:

• Adaptability
• Relationship Building
• Using Financials
• Organizational Savvy
• Teamwork
• Ensuring Accountability