Description

Job Location/ Department: Individual Site Office

Reporting Relationship: Reports to Community Manager or District Manager

Job Summary:

Responsible for supporting the District Manager or Community Manager in all aspects of property management. Additionally, responsible for maintaining the rental office including collecting site income, maintaining site bookkeeping and keeping accurate files and records in accordance with company policies and procedures.

Duties and Responsibilities:

Financial/Administrative Operation

• Manage all communications with residents regarding rent and past due balances; prepare and facilitate reminders, payment arrangements, and/or legal eviction procedures according to company timelines.
• Collect rent, process billing statements, post payments, and deposit receipts according to company procedures and timelines (including Section 8 and other supplemental payments).
• Prepare reports as requested by Community Manager, District Manager, Accounting, or any corporate office department.
• Maintain accurate records and resident files in company approved, internal and external audit compliant order.
• Process move-out paperwork and security deposits; input information into current property management software.
• Order and maintain administrative office supplies.
• Ensure timely communication with the Community Manager and/or District Manager regarding all phases of property operation, resident issues and significant changes or problems.

Marketing/ Leasing/ Move In

• Assist the Community or District Manager in the formulation of ideas for an effective marketing plan. Implement the marketing plan as directed by the Community Manager. (Applies to Conventional Properties.)
• Accurately record and track quantity and details of telephone and in-person prospects.
• Show and lease apartments to prospective residents.
• Process, approve or deny rental applications in accordance with the Tenant Selection Plan, Marketing Plan, Compliance Programs and all applicable laws and regulations (pertains to one-person office, otherwise, process applications for review and approval/denial by Community Manager).
• Schedule new resident move in dates and coordinate move in with Maintenance Supervisor; update vacancy and occupancy status daily.
• Conduct new resident orientation to property including rules and regulations.
• Perform move in and move out inspections with residents.

Resident Retention

• Enforce and adhere to lease and rules and regulations as appropriate to Fair Housing laws and ensure consistent treatment of all residents.
• Process work orders from inception to completion in current property management software and coordinate schedules with maintenance department; perform resident follow-up calls on work orders.
• Maintain a professional office atmosphere to ensure all residents and prospective residents feel welcome. Maintain a positive customer service attitude; be pleasant, professional, and responsive to residents, prospective residents, vendors, and contractors.
• Process monthly lease renewals, prepare all necessary documentation and schedule and conduct interim and annual re-certifications or lease renewal signing according to policies and procedures. *Please refer to “Compliance” section along with policy and procedures for Affordable housing.

Compliance

• Understand and conduct all business in accordance with regulations of HUD, DHCR, HFA, and all other federal and state supervisory agencies, Fair Housing, Americans with Disabilities Act, OSHA, federal, state, local and all other laws pertaining to multifamily housing and employees.
• Maintain accurate waiting list (AWL) in accordance with program compliance.
• Process required correspondence to remain in compliance with the 120, 90, 60 and 30 day notices (Affordable sites).
• Schedule and perform applicant/resident interviews.
• Obtain third party verifications on income, assets and deductions (when applicable).
• Ensure accurate and timely completion of all Certifications utilizing Tenant Rental Certification System (TRACS). (Affordable sites).
• Submit monthly reports to DHCR, HUD, or other regulatory agencies as required.
• Follow all company rules, regulations, policies, and procedures as set forth in training sessions, manuals, memos and other means of communication.
• Attend scheduled meetings including site staff meetings, corporate management meetings, or other meetings as required.

Perform other duties as assigned.

Supervisory Responsibilities: Not applicable.

Requirements

Minimum Educational Requirements:

•  High School Diploma or equivalent.
•  Must be Certified Occupancy Specialist (affordable sites).
•  Knowledge of LIHTC (affordable sites)
•  NYS Notary License must be obtained within six months of hire.
•  Must obtain CMH (Affordable) or ARM (Market) within one year of hire.

Special Skills/ Work Conditions Required:

• Must have complete knowledge of all phases of leasing and resident retention.
• Must have excellent interpersonal, customer service, organization, time management, conflict resolution, and verbal and written communication skills.
• Must be computer proficient in Microsoft Office and ability to navigate the Internet.
• Must be able to manage a flexible schedule including overtime.
• Must be able to walk, lift and move light loads (20 lb. max), bend, stoop, and climb stairs on a regular basis.