Property Manager

Position Summary

Responsible for overall management, operations, and admissions for one or more Housing Development Corporation Projects and Properties in the Authority’s low rent housing programs through the supervision of subordinate staff and the monitoring of fiscal and occupancy status through regular reports. The Property Manager is responsible for direct budget preparation, monitoring budgets, preparing reports of activities and fiscal status, monitoring operating practices and procedures, and recommending changes to promote efficiency, supervising, evaluating performance, and training site personnel. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Essential Duties and Responsibilities

Essential functions for this position relate to the responsibility of oversight of accounting functions of assigned properties, companies, and personnel including but not limited to:

• Plans, directs, manages, and monitors the work of administrative and maintenance staff and ensures compliance with applicable HUD guidelines as well as federal, state, and local regulations, laws, ordinances, and the Authority’s administration of programs.

• Responsible for initiating work orders and assigning on-site maintenance, preventive maintenance, after-hours maintenance calls. Assesses charges to tenants for maintenance services as appropriate.

• Responsible for move-in/move out procedures, monitoring of service contracts, and timely response to resident service requests, ensuring smooth operations, productive communications, and effective understanding during all interpersonal contacts. Monitors status of pending work orders. Closes work orders and determines charges.

• Responsible for performing inventory control functions including overseeing, coordinating, locating, auditing, and tracking physical inventory of supplies for assigned property.

• Ensures the safe receipt, storage, retrieval, and timely dispatch of materials, supplies, and equipment in accordance with specified productivity, cost, and quality standards.

• Ensures conformance to Authority standards and applicable federal, state, and local warehousing material handling requirements.

• Monitors changing inventory levels, establishes inventory reorder points, and orders and/or oversees ordering of parts, supplies, and materials as required through purchase orders or submission of requisitions to appropriate staff in a timely manner to alleviate unanticipated shortages and ensure adequate stock levels. Submits proper documentation to Accounts Payable for processing of payment.

• May assign inventory control numbers for all property inventory.

• Ensures available inventory in kept in serviceable condition by overseeing and/or performing inspection of items for wear and defects. May arrange for repair and/or servicing of items.

• Ensures accurate maintenance of active files/records of quantity, type, and value of material, property, equipment, and supplies. Ensures accurate and up-to-date records and files of purchase orders, vendor records, and receiving tickets.

• Ensures accurate entering/posting of all warehouse materials deliveries into computer system and verifies incoming materials are checked for quality and quantity against invoices, purchase orders, packing slips, and other documents. Oversees unpacking of containers and placement of items in stock.

• Monitors status of existing orders.

• Ensures accurate and timely documentation of inventory levels through oversight of recording processes for additions, disbursements, adjustments, losses, and removal of items.

• Performs new move-in/move-out, housekeeping, UPCS inspections, and re-inspections. Oversees preparation of move-in/move-out adjustments and requests. Ensures receipt of all relevant paperwork.

• Coordinates the development and administration of operating budget with Regional Property Manager. Tracks property’s monthly and year-to-date income and expenditures against budgeted line item amounts and make adjustments to financial practices when needed to ensure spending is within guidelines/budget.

• Oversees acceptance of applications, eligibility determinations, rent and utility determinations, and maintenance of the site-based waiting list per established procedures.

• Provides orientation to new residents by explaining the lease provisions clearly, quoting correct prices, explaining provisions of resident handbook and other Authority polices; escorting prospective residents to inspect the unit; explaining amenities in the community; and discussing other important issues. Orientations should be provided on initial move-in and also during annual reexaminations periods. Draws up and executes contracts.

• Oversees and reviews verification, substantiation, and research regarding a variety of eligibility data supplied by current or prospective residents including income, legal status, and social services assistance. Obtains background checks through submissions to Authority’s approved third-party investigative service to obtain and/or verify background information. Reviews weekly EIV reports and submits to Collection Specialist for follow up.

• Ensures appropriate annual recertification of residents and calculation of interim adjustments and entry of data into computer database. Monitors, prepares, and distributes annual recertification and interim adjustment notices.

• Oversees rent collection, lease enforcement actions, and vacancy turnover coordination.

• Maintains timely records of the status of assigned units (e.g., filled, vacant, anticipated vacancy, etc.)

• Responsible for maintaining and transmitting HUD Form 50058 to the PIH Information Center (PIC) system. Pulls PIC reports on a daily basis and distributes to Occupancy Specialist for correction.

• Monitors lease violations and delinquent rent roll; oversees issuance of delinquent notices and late payment charges and initiates eviction process when warranted, ensuring appropriate court documents are filed in a timely manner and appears as necessary. Monitors abandoned units.

• Effectively handles complaints and legal matters within area of expertise as assigned, including in-house grievance procedures. Resolves conflicts and complaints among residents, if possible, to mitigate detrimental effects and/or avoid continued grievances.

• Meets with Authority attorney and resident police officers to analyze incident reports and make determinations regarding what actions to pursue. Participates in hearings and appeals as needed.

• Monitors, reviews, and analyzes housing management data and prepares monthly, quarterly, and annual budget and/or other reports as required addressing occupancy, delinquency rates, and other related information in a timely manner.

• Performs walk-by inspections, at least twice weekly, of buildings and grounds to ensure maintenance of curb appeal and resident compliance with applicable lease provisions. Issues citations when necessary and provides oversight of effective resolution of unsatisfactory conditions with residents.

• Oversees purchase of office, maintenance, and other administrative supplies for the property in accordance with the Authority’s procurement policy

• Coordinates the improvement of communication and cooperation between residents and management by staying knowledgeable of, and ensuring residents are informed of, new rules, laws, regulations, etc., as interpreted by the Authority. Meets periodically with Resident Association to outline changes and/or new directions in policies and programs.

• Counsels residents who are not complying with policies and procedures, have economic, health, or social problems, and have delinquent rent problems. Ensures residents are appropriately notified of lease violations, eviction proceedings. Ensures referral of residents to appropriate social services personnel when indicated. Works closely with other Authority departments in coordination of efforts to ensure that residents receive available services.

• Supervises, trains, motivates, and evaluates subordinate staff to ensure occupational growth, effectiveness, and productivity including identification of training needs and adherence to the Authority’s standards of conduct and/or code of ethics.

• Audits staff timesheets to verify accuracy of information and to resolve discrepancies prior to submission to payroll, tracks attendance, and schedules annual leave in accordance with Authority policies and procedures.

• Coordinates Resident Fraud and Abuse Program to deter and/or prevent same within Authority housing programs, though rent review, verification of income strategies, counseling, prosecution, etc.

• Enters into agreements to cure failure to carry out community service and monitors performance for adherence to objectives.

• Markets vacant units using Authority-approved marketing procedures, writes advertisements if needed, and places advertisements in appropriate publications for best exposure to the community.

• Promotes equality of opportunity in all aspects of employment, housing management, maintenance, and service delivery, and ensures compliance with all relevant legislation; ensures that qualified individuals are not excluded from participation in, denied the benefits of, or are subjected to discrimination under any program or activity under Housing Development Corporation programs.

• Obtains office, maintenance, and other administrative supplies for the property in accordance with the Authority’s procurement policy and ensures proper storage.

• Assists with security activities by communicating with security personnel regarding specific problems and participating in “knock and talk” as needed.

• Reviews and remains current on all relevant rules and regulations concerning appropriate Authority housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Authority rules, regulations, and administrative plan.

• Attends relevant Authority meetings to exchange information and further the development and implementation of processes and activities to enhance overall performance, effective operations, and maintainance of optimum lease-up rates.

• Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.

• Performs other duties as assigned by the Regional Property Manager.