Site Property Manager

Description

SUMMARY: 

This position is responsible for all day-to-day operations of the property.

ESSENTIAL FUNCTIONS:

LEASING ACTIVITIES:

• Presents the property and sample apartments in the best possible manner to prospective residents.  Assures that the required paperwork is completed accurately.  Selects residents based on the property’s resident selection guidelines.  Processes applicants in advance.  Mails notifications to accepted and declined applicants on a timely basis.
• Consults with RPM and\or Director of Compliance regarding clarification of company or regulatory agency policies.
• Coordinates fully the Move-in process and the Move-Out process. 
• Ensures that residents obey the various provisions of the lease.  After consulting with residents in violation of the lease or preparing a resident referral if a RSC is on staff (if appropriate) initiates lease termination proceedings against residents who do not abide by the lease.  Consults with RPM prior to starting lease termination proceedings.
• Receives rent, security deposits, and other income from residents on behalf of the property.  Prepares receipts for income and makes daily bank deposits (if applicable) and uploads information to Corporate.
• Consistently bills residents for damages, late charges, NSF charges, and other miscellaneous charges due under the lease.  Consults with RPM as needed.
• Assures that only eligible (as specified by the regulatory agency occupancy guidelines) applicants are admitted as residents.  Consults with RPM and/or Director of Compliance, as needed.
• Markets the property in accordance with Affirmative Fair Housing Marketing plan and the extent of the waiting list.
• Performs interior unit inspections three times a year (family) or two times a year (elderly) and informs RPM of needs and violations.
• Assures turnover units are completely made ready for occupancy in not more that an average of five (5) days.
• Recertifies/renews leases in accordance with company policy and/or regulatory agency guidelines.
• Processes evictions, which includes completing all required documentation, serving notices, and attending court hearings.

ADMINISTRATIVE ACTIVITIES:

• Assures that maintaining a safe environment is a priority throughout the project.  Assures that maintenance staff knows safety standards and follows the safety procedures.  Advises residents of their need to notify management if safety hazards are present.
• Maintains an adequate inventory of supplies and forms necessary to complete the administrative function.  Obtains additional supplies and forms through approved vendors.
• Assures that the required information and reports are completed and distributed in a timely manner.
• Assures that the RPM and the Safety Officer are notified immediately per phone and with a follow-up written incident report within 24 hours of:

                  -any fire or other causality which causes damage to any buildings, grounds, or equipment;

                  -any work-related injury to any employee;

                  -any damages or injuries suffered by a resident or any other person.

• Assures that all performance is conducted in a professional manner and is within the limits of authority as specified in the Property Management Handbook.
• Assures that a periodic newsletter is published and distributed to the residents. 
• Assures that residents are involved in a neighborhood network, if applicable.
• Maintains resident files in accordance with company guidelines.
• Verifies insurance and monitors performance on all contracted work, assuring that the work is in accordance with contract.
• Assures that the property’s grounds are continuously maintained.
• Assures that work orders are completed properly and in a timely and professional manner.
• Assures that the supervisory duties and responsibilities for subordinate staff are carried out in a timely and professional manner.
• Assures that an effective “after hour” emergency system is in place.
• Ensures a high-level of confidentiality

FINANCIAL ACTIVITIES:

• Assures that the property operates within budget and meets or exceeds targets set during the budget process.
• Assures that all the required steps are followed to collect delinquent amounts for current and previous residents.
• Assures that all purchasing for the property is within the approved budget.  Prepares invoices for payment within 24 hours of receipt of invoice.  Receives approval for all purchases in excess of $500 limit in advance of actual purchase.
• Actively participates in the budget development and approval process, provides facts, figures, and recommendations.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor; subject to reasonable accommodations.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to stand; walk; and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms; climb or balance; stoop, kneel, and talk or hear.
• The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move more than 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee occasionally works in outside weather conditions and is occasionally exposed to wet and/or humid conditions.
• The noise level in the work environment is usually moderate.

KNOWLEDGE REQUIREMENTS

• Section 8 or Tax Credit Experience
• Property Management license, preferred
• Basic knowledge of standard office equipment
• Basic knowledge of computers
• Completed high school diploma or equivalent
• Must attend required training