Office Administrator

Congregate Living Facility, St. Jude Common, in Norwich, CT Seeks Full Time Administrator

Job Description: The Administrator is responsible for the administration and physical operations of the community. Providing direction and supervision of the rental program (application and wait list procedures), overseeing financial management of operations, managing adequate maintenance of the property, cleanliness of buildings and grounds, upkeep of all buildings and equipment. This person is responsible for the employment of qualified, competent personnel and vendors and the establishment of good resident relations. He/She is also responsible for maintaining a positive relationship with the Board of Directors.

Occupancy:

• Evaluating applications, interviewing, and verifying prospective residents, showing apartments, preparing leases and certifications, and maintaining applicant pool list in accordance with strict guidelines
• Prepares and maintains appropriate rental records, applications, and other required correspondence
• Collects rents, enforces leases, holds grievance hearings, notifies residents of intended evictions, prepares regulatory documentation as required
• Markets the units as needed to maintain applicant waiting list
• Confers with third party Management Company on all evictions, lease violations, and special resident arrangements
• Arranges, with Resident Service Coordinator’s assistance, orientation for new residents as well as programs for food, housekeeping, or other support services to be provided in Congregate housing
• Develops positive working relationships with state and community organizations to make them aware of the residents to make them aware of available services, and with community agencies to make them aware of the type of housing available at this site

Financial Operations:

• Prepare the budget and oversee the financial management of operations in consultation with Management
• Authorize invoices, review all monthly financial reports for accuracy, budget compliance and consistency
• Prepare daily log reports as requested, and prepare written reports for Board of Directors, including monthly financial reports
• Purchase necessary supplies and replacement items required for property operations and building maintenance
• Prepares letters of invitation and specification on all contracts, including insurance, snow removal, elevator, systems monitoring etc., reviewing bids and arranges for contract services

Maintenance:-- Working side by side with super

• Regularly inspect the buildings and grounds, noting the physical appearance of the property, checking for maintenance needs and general cleanliness, reporting on the condition of the property and progress towards elimination of previously noted problems
• Inform third party Management of deferred maintenance and property deficiencies in writing, describing specific locations and conditions, and making recommendations for correction
• Identify and addresses safety and health problems and puts into operation an emergency plan, including the establishment of a relationship with community protective services

Supervision & Staffing:

• Hire, supervise and organizes Facility staff, in accordance with Management policies and procedures including its affirmative employment plan. Review employee performance on a regular basis, and in consultation with Management, terminates/replaces staff when necessary
• Coordinate the operations of the management office, providing supervision and oversight, reviewing daily logs, if used, scheduling training, implementing progressive discipline as needed, and planning for salary increases
• Schedules required operational coverage, explain job assignments and duties, and inform staff of policies and procedures
• Work as a team with the Resident Services Coordinator, Maintenance Superintendent and Staff Attendants. Will substitute for Residents Services Coordinator when necessary. Meets with staff on a regular basis to review operations and discuss resident problems

Skills and/or Experience Required:

• Education Minimum: Bachelor’s degree
• Training or experience in the fields of human or social services
• Excellent interpersonal and communication skills
• Creative problem-solving skills
• Excellent leadership skills
• Ability and desire to learn and willingness to take direction and function as part of a team
• Ability to work with and relate to persons with developmental disabilities
• Excellent organizational capabilities
• Must be proficient in Microsoft Outlook, Excel, Word and able to quickly learn and utilize industry specific software

Supervision & Direction:

The Administrator will receive general supervision and direction the Community’s Board of Directors and third-party Management. He/She is vested with the authority to make discretionary decisions when circumstances occur that are not covered by written instructions or known policies and procedures. The Administrator will comply with established policies and procedures and will not act contrary to such guidelines. The Administrator will meet with the Board of Directors on a regular basis.

ADA Statement:

External and Internal Applicants, as well as position incumbents who become disabled, must be able to perform the essential functions of the job either unaided or with the assistance of a reasonable accommodation to be determined by Management on a case-by-case basis.

Job Type: Full-time

Pay: $50,000.00 - $63,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you have experience with property management?

Do you have experience with Connecticut Housing Finance Authority (CHFA)?

Work Location: In person