Regional Property Management Supervisor

Regional Property Management Supervisor

PURPOSE

• To supervise on-site management for approximately one-third of CHIP’s rental housing portfolio.
• To ensure that properties are managed in accordance with CHIP’s values of creating safe and healthy communities, and in compliance with lender regulations, program rules, and Fair Housing requirements.
• To ensure that properties are operating in a fiscally and physically sound manner.
• To promote CHIP and its mission and professionally represent the company at all times.

JOB FUNCTIONS

Personnel Management:

• Take a lead role in hiring, orientation & training for Resident Managers in your portfolio.
• Provide direct supervision and support of Resident Managers at each site through scheduled monthly site visits, consistent file reviews, and monthly work plans, including outcomes that address short and long-term priorities.
• Ensure that Resident Managers receive initial and ongoing training to enable them to properly perform their duties, including compliance with all applicable laws and regulations.
• Model solution-oriented communication and teamwork and encourage it from all staff.
• Ensure all administrative paperwork involving personnel is managed promptly (i.e., time sheets, leave request forms, etc).
• Work with staff supervised to implement Employee Development Plans throughout the year.
• Ensure employee performance issues are addressed promptly. Implement disciplinary action as needed, in consultation with the Director of Property Management and H.R. Manager.

General Management

• Empower and enable Resident Managers to make decisions and be the recognized authority for the property.
• Allow the Resident Managers to be the primary contact with residents, only intervening when the Manager has exhausted all of their options.
• When escalated, address residents’ concerns/ complaints promptly to ensure compliance with grievance processes and good management practices.
• Ensure proper preparation for and response to all emergencies at your properties.
• Respond to emergencies and property operations in the absence of staff that report to you, ensuring that your assigned cell phone is with you and answered at all times unless a relief staff person has been assigned to your portfolio.

Administration/ Compliance

• Attend and participate in weekly Property Management staff meetings.
• Participate in short-term and long-term planning for the department, including development of policies & procedures.
• Ensure all properties comply with legal and internal procedural requirements.
• In coordination with the Compliance Specialist and Director of Property Management, develop the agendas and lead monthly Resident Managers’ meetings.
• Along with the Compliance Specialist, ensure that properties comply with local, state, and federal regulations as well as specific subsidy program requirements.
• Work with Compliance Specialist and Resident Managers to prepare for audits and inspections.
• Become proficient in the use of Property Management software.

Leasing/Occupancy

• Ensure that each property is rented to its fullest capacity.
• Guide Resident Managers on analyzing market competition and utilizing marketing strategies to attract prospective residents.
• Provide training and guidance to Resident Managers on maintaining their waiting list, screening applicants, and providing complete and accurate applications to Compliance Consultants for review.
• Review all legal notices produced by Resident Managers to ensure compliance with the Lease, House Rules, and all applicable laws.
• Support rent-up process for any new properties brought into the portfolio.
• Continually monitor performance metrics for properties managed, including occupancy rate, collection rate, days vacant, etc… and work to achieve annual and long-term goals.

Financial

• Review and approve all property invoices for payment processing.
• Ensure monthly submission of rent, proper accounting for petty cash, timely submission of invoices to accounting, and all other financial duties performed by Resident Managers.
• Review properties’ monthly financial statements to ensure income and expenses are on track.
• Give input into the annual operating and capital budget for each property and collect input from Resident Managers and Maintenance staff.

REQUIRED KNOWLEDGE AND SKILLS

• Skills and experience in Property Management, supervision of staff, and development and implementation of policies and procedures.
• Ability to problem solve with sometimes complex scenarios.
• Familiar with government subsidy programs and regulations such as LIHTC, HUD Section 8, HOME, USDA, etc. Prior experience in affordable housing management or compliance is strongly desired.
• Familiar with Fair Housing laws.
• Willing and able to attend appropriate training workshops and maintain required certifications.

REQUIRED KNOWLEDGE AND SKILLS

• Excellent verbal and written communication skills
• Proficient in speaking and writing in English.
• Ability to juggle multiple tasks and responsibilities and prioritize your work.
• Ability to act honestly, openly, and transparently, both internally and externally.
• Ability to work closely with colleagues throughout the organization to sustain high levels of coordination, efficiency, and an environment focused on results, accountability, and the highest levels of service.
• Ability to use a variety of decision-making styles to meet situational needs.
• Ability to appropriately delegate responsibility.
• Ability to work independently while maintaining focus on overall goals
• Computer literate in Microsoft Word, Excel, and Outlook. Able to utilize Property Management software.
• Ability and willingness to travel (drive) extensively for property visits. Entire portfolio extends from Redding to Marysville.

QUALIFICATIONS AND EDUCATION

• A bachelor’s degree is preferred, but experience in Property Management will be strongly considered instead of a degree.
• Must have a reliable vehicle, a current valid California Driver's license, and be insurable under the criteria established by CHIP’s general liability carrier. Must provide current proof of insurance at the levels specified by the CHIP travel policy.

PHYSICAL REQUIREMENTS

Reasonable accommodations as required by the Americans with Disabilities Act (ADA) will be made available as necessary. Requires successful completion of a conditional offer physical examination conducted by Enloe Occupational Health Center.

DEPARTMENT:Property Management

REPORTS TO: Director of Property Management

TYPE OF POSITION: Full-time, Non-Exempt/Exempt depending on experience.

Employment with CHIP is at will for the employee and the employer.

CHIP is an equal-opportunity employer.