Bilingual Associate Vp Of Property Management

The Associate VP of Property Management is responsible for assisting the Vice President of Property Management by overseeing and directing Property Management activities related to organization’s portfolio. The position is responsible for the overall successful operations of properties and works to ensure the department operations meet or surpass industry standards. Additionally, this position is responsible for providing assistance to the corporate staff on special projects and with new property due-diligence and acquisitions.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

Policies and Procedures

• Assists with the development and future updates as necessary for a comprehensive Property Management Policy & Procedure Manual for all managed properties.

• Assists with the development and implementation of new forms and reports.

Property Oversight

• Assists the VP of Property management in the preparation of the annual property budgets.

• Prepares annual management plans, as needed, with input from Vice President of Acquisitions and Asset Management.

• Analyzes monthly performance and budget projections and compares to annual management plan and budget; adjusts strategies accordingly.

• Works with the individual property supervisors to develop a long-term plan and goals for each property; assist in plan implementation and quarterly status review.

• Assists with marketing plans, management plans and tenant selection plans.

• Reviews financial information and variance reports on a monthly basis.

• Reviews Quarterly Status Reports for each property.

• Reviews Marketing Reports on a monthly basis and assist troubled properties with marketing campaigns.

• Reviews and make recommendations for Capital Improvements Plan.

• Provides oversight and assists supervisors with inspections, as needed, for HUD REAC, IHDA Annual Management and Property Reviews, insurance inspections and third-party investor inspections.

• Processes contract renewals and oversee Rent Schedule implementation and utility analysis data.

• Reviews tax credit compliance reports and HUD/IHDA responses.

• Ensures that resident complaints are properly handled in a compliant manner.

• Assists properties with legal issues and insurance issues.

• Oversees compliance by monitoring and reviewing reports; assisting property supervisors in developing plans to correct outstanding issues.

Procurement and Specifications

• Assists properties in the development of bid scope of work packages for major or unique projects.

• Reviews all completed bid packages and approves budgeted or emergency projects up to authorized limit.

• Monitors E-procurement process.

• Oversees and assists property supervisors and site staff with the bid process and project implementation for major capital improvements at all sites.

• Negotiates best price terms for all properties for bulk purchasing and handles standardized purchasing for items such as vehicles, copiers, trash removal, elevator maintenance, cable television, uniforms and natural gas bulk purchase.

Property Acquisition, New Construction and New Fee Management

• Assists with and reviews property proposals, grants, RFQ’s and RFP’s

• Assists with initial site visits, reviews the property and competition, prepare a marketing comp study, and provides recommendations as to feasibility of purchase from a Property Management prospective.

• Oversees lease and file audit, reviews current policies and procedures, interviews current site staff, visits local building department and police department to obtain information that would be useful in the decision making process and works with Vice President of Acquisitions and Asset Management to develop budget and pro formas.

• Assists in all phases of Property construction from review of building plans, selection of materials, design of offices, coordination of design scheme and prepares budgets. Assists with tax credit application process. Attends construction meetings as necessary and provides input from a Property Management prospective.

• Works closely with the Property Supervisor on newly constructed property until the property is staffed, leased up and stable.

• Assembles and oversees Take-Over Team for newly acquired properties to train and evaluate existing or new on-site staff to ensure smooth transition and compliance with HHDC policies and standards.

Staff Supervision and Development

• Oversees all departmental growth and development.

• Participates in the recruitment, interview, selection, and evaluation process of department staff.

• Directly supervises and works closely with the PM Supervisors to provide leadership for department.

• Oversees major decisions and assures that team members implement their portfolio objectives and work plans.

• Conducts and/or facilitates regular training meetings with PM staff. Evaluates and recommends additional trainings for staff as needed.

• Develops hiring criteria, onboarding and evaluation procedures with the VP and Human Resources Manager.

• Promotes communication and collaborations between departments.

SUPERVISORY RESPONSIBILITIES

This position supervises the Property Supervisors and indirectly manages all employees within Property Management.

WORKING ENVIRONMENT

This job operates primarily in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be willing and able to work in all indoor and outdoor environments as required by the essential functions of this position. Position involves a high degree of complexity in dealing with frequent new and varied work situations. Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy and good social skills.

PHYSICAL DEMANDS

The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job: walking, sitting, standing, stooping, kneeling or crouching, reaching, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system. Additionally, must be able to perform the physical functions of the position, which may include, but are not limited to: ability to walk property, including any flights of stairs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular, predictable attendance is an imperative job function. Must also be available for evening and/or weekend meetings as necessary. Requires regular travel to sites and occasionally to prospective acquisition sites.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business administration finance, or facility management preferred.

• 10+ years in a leadership role in the Property Management field.

• Superior knowledge of multiple operational functions and principles, including finance, customer service, production, and employee management.

• Ability to plan, streamline and implement new operational structures and roles that create speed, efficiency, and support rapidly shifting business demands.

• Strong knowledge of Property Management and tenant/landlord practices, laws, rules and regulations. Good command of leasing and marketing practices.

• Ability to analyze, evaluate and act on issues and/or problems, reach sound conclusions and take appropriate action.

• Strong organization skills, ability to manage multiple priorities

• Strong listening and excellent written and oral communication skills required.

• Excellent interpersonal communication skills, including the ability to inspire, motivate and lead a growing team of professionals.

• Computer literacy, including MS Office Suite required.

• Demonstrated supervisory skills of diverse personnel.

• Bilingual in English & Spanish language helpful.

• Valid driver’s license, vehicle and insurance is required.

JOB REQUIREMENTS

• Must be Bilingual in English and Spanish

SUCCESS FACTORS

• Continually enhances industry knowledge and expertise through real estate and Property Management publications, reports and seminars.
• Leads by example engaging Property Management staff to provide the best possible customer service.
• Creates an environment in which people experience positive morale and recognition and employees are motivated to work hard for the success of the business.
• Builds effective and responsive interpersonal relationships both inside and outside the organization to foster an inclusive and progressive workplace.
• Is ethical, responsible, and dependable and fulfills obligations.