Description

Summary:

This position is primarily responsible for managing and coordinating persons, activities and available resources in order to accomplish property objectives as set forth by the Regional Supervisor and property owner (if applicable). These objectives will include maximizing occupancy levels and ensuring compliance. This position is also responsible for training the Assistant Manager to assume all duties in the event of the Property Managers absence (if applicable) by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

Hires/terminates, supervises, coaches and conducts disciplinary action (as needed) of site staff according to Company policies and procedures.

Conducts all orientation for newly hired site staff and facilitate on-going training.

Establishes expectations and goals for staff and evaluate performance.

Ensures proper staffing or coverage of the site at all times.

Coordinates all site specific aspects of payroll including the management of employee timecards.

Implements and/or enforces all Human Resources related tasks and policies.

Collects rents timely, make bank deposits immediately and minimize any A/R.

Coordinates vendor/contractor work, certificates of insurance, billing and A/P function.

Assists with formulation of the annual budget.

Monitors expenditures to adhere to budgeted parameters.

Analyzes financial statements and complete variance reports.

Submits and ensures receipt of subsidy requests; follow-up on all A/R from regulatory agencies.

Documents lease violations and coordinate evictions (as needed).

Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.

Ensures compliance with all HUD, IHDA, Tax Credit and/or other regulatory requirements related to the propertys funding sources.

Is responsible for implementation of the certification process on-site and for submission of subsidy requests timely.

Remains proficient in all aspects of the HUD 4350.3 Handbook and attend training, as needed to maintain a current understanding of revisions in these regulations.

Prepares regulatory reports accurately, as requested.

Maintains scheduled office hours, condition of office and that all administrative assistant responsibilities are handled professionally.

Utilizes and monitors Petty Cash, appropriately.

Maintains records and ensure proper handling and filing of correspondence, vendor files, warranties, certificates of insurance and other office-related documents.

Supervises and monitors completion of on-site tasks related to preventive maintenance, routine maintenance, and emergency maintenance; document, timely, in the One Site software.

Oversees the procurement of supplies.

Coordinates vendor bids and contractor quotes.

Secures services of outside contractors, as needed.

Monitors turnover of units.

Inspects the property on a regular basis to ensure that the property is being maintained and the asset is being protected; document inspections.

Implements the approved Resident Selection Plan and Affirmative Fair Housing Marketing Plan.

Maintains the waiting list, as required.

Performs outreach marketing, as needed.

Conducts market surveys and provide trend report information; shop competition and be aware of neighborhood market conditions.

Welcomes and shows property to prospective applicants.

Maximizes occupancy and facilitates turnover of units to minimize vacancy loss.

Orients new residents.

Fosters and maintains positive resident relations and excellent communications with resident.

Is responsive to resident questions, complaints, concerns and suggestions.

Coordinates with the Social Service Coordinator position, if available, related to resident services, social programming and resident management issues.

Coordinates with the Resident Council representatives in a positive manner.

Completes Owner reports, as requested.

Attends scheduled meetings with Owner and/or agent.

Serves as a liaison with community groups and represent the building and owner in a positive manner.

Reports all liability and property incidents to the Regional Supervisor immediately. Reports all work-related accidents/injuries immediately to the Human Resources Department in compliance with company policy guidelines.

Ensures completion of any pertinent safety checklists with maintenance staff.

ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

Qualifications

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.

Leadership

• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.

Organization

• Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals; Analyzes market and completion and adapts strategy to changing conditions.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.
• Safety and Security All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.

SUPERVISORY RESPONSIBILITIES:

Directly supervising Assistant Manager, Leasing Professional, Recertification Specialist, Administrative Assistant, Maintenance Supervisor, Maintenance/Janitorial Staff, Groundskeeper, Courtesy Patrol, and Community Resources Aid. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

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.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of: Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook); and Presentation software (PowerPoint).

CERTIFICATES, LICENSES, REGISTRATIONS:

• Leasing Agent License or Sales/Broker
• Certified Occupancy Specialist and/or Tax Credit Certification (if TC property)
• ARM or CAM (Certified Apartment Manager) or equivalent
• Valid Drivers License and current auto insurance

OTHER SKILL, ABILITIES, AND QUALIFICATIONS:

• Familiar with and be able to utilize all facets of the One-Site software.
• Constant need to complete forms; understand and implement compliance regulations; read and review reports and a wide variety of correspondence
• Ability to communicate with residents (handle concerns, complaints and issues); vendors; owners; and staff being supervised
• Ability to inspect property, grounds and apartments
• Must be able to work in a fast-paced, multi-faceted and customer service-oriented environment

• Must be able to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills
• Must be able to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action
• Word Processing, Excel, some type of regulatory software experience
• Must be available at times during evenings, nights and weekends for staffing needs and emergencies
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Must be able to utilize basic math skills
• One Site software experience
• Education (Desired): Bachelors Degree or Associates Degree
• Not less than 3 years experience in on-site management or 1 year experience as a Property Manager
• Must have background in supervision and successful track record of accomplishments
• The employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.

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 use hands to finger, handle, or feel. The employee is frequently required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

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 is frequently exposed to outside weather conditions. The employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals.

The noise level in the work environment is usually moderate.