Rental Property Manager

Position Summary: The Rental Manager directly supervises the Assistant Rental Manager and provides direction to the Administrative Coordinator. They are responsible for all aspects of the day-to-day operation of multiple rental properties and self-storage units including applicant waiting lists, screening, new tenant orientation, tenant relations, meeting occupancy goals. The Rental Manager ensures effective management systems are in place and are adhered to by all team members to handle tenant complaints, service requests, and must be familiar with the terms of tenants’ leases and Pokagon Band and local tenant/landlord laws. The Rental Manager assists in the preparation of the annual Housing budget, reporting on and financial performance of rental housing and self-storage facilities. In addition, forecasts capital improvement needs of all rental properties.

Essential Functions:

• Provide the overall direction, coordination, evaluation, coaching, and development of staff. This includes assisting with interviewing, hiring, orienting, and training employees; planning, assigning, and directing work; providing timely feedback, appraising performance, and providing professional development opportunities; and rewarding and disciplining employees. Proactively address and resolve staff concerns and explore and implement methods and procedures for improving departmental workflow and service to Tribal Citizens.
• Provide systems to ensure excellent tenant service, including responding to tenant requests/problems in a timely and courteous manner. Follow-up with tenants to ensure satisfactory resolution of issues
• Make recommendations to Director for future positions, including draft job descriptions and present a cost/benefit analysis.
• Supervise Assistant Rental Manager in the solicitation of contractors to perform work on rental properties, ensuring they are licensed, insured, and qualified. Administer preference and compliance to all Band Ordinance, Laws, and Policies with all projects.
• Award work in a fair and unbiased manner while ensuring grant compliance
• Conduct periodic inspections of property to ensure compliance with leases and proper upkeep of the property. Including tenant move-in and move-out inspections.
• Ensure that files are properly maintained and kept up to date in accordance with Band Housing policy and HUD requirements.
• Administer tenant occupancy process including providing the new tenant with a list of emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
• Create dynamic & fun activities to welcome new tenants, reward good tenants, and create an exciting and warm community atmosphere.
• Chair quarterly tenant association meetings to include prepare agenda, invite presenters and communicate village news to tenants.
• Identify tenants who may need additional assistance beyond housing and refer them to inside or outside resources for help.
• Assist the Director and Staff Accountant with assembling data, statistics and supporting paperwork for department reporting, internal and external.
• Prepare weekly and monthly reports for Rental Department
• Work collaboratively with Department teams (both in Facilities Department and other Departments) to ensure services are provided and the highest level of service is maintained.
• Manage Housing Management Software application to ensure correct monthly billing for rental amounts, fees, application of payments, and work order tracking.
• Manage collection activities on all delinquent accounts to include legal consultation for legal action and occasional court appearances.
• Ensure calculation of monthly rent based on tenant income using HUD and Band Housing formulas for low-income tenants
• Suggest policy changes which facilitate efficient use of properties, Band resources, and provide excellent customer service to tenants.
Accept rent payments following all procedures and ensure all funds are accounted for in conjunction with Staff Accountant and Director. Take payments to finance daily.

Non-Essential Functions:

Perform other related functions as assigned.

Equipment:

• Standard office equipment.
• Digital camera, photo compression and storage software.
• Systems used: MS Office applications, CRM, and Internet. (Housing software)
Housing vehicle.

Position Requirements:

• Bachelor’s Degree in related fields, such as Business, Management, Administration, Economics, or Real Estate preferred. Degree must be from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education. Willing to consider four (4) years of additional relevant rental property management with direct profit and loss responsibility, and budgeting experience in lieu of a Bachelor’s Degree.
• Two (2) years’ experience of property management is required.
• Proficiency with Microsoft Excel and Microsoft Word is required.
• Strong delivery of positive service and excellent communication skills, both oral and written.
• Must maintain client confidentiality.
• Ability to keep a permanent clean driving record.
Must pass comprehensive background check to include ability to work around children.

Indian Preference

Pokagon Band Preference Code applies.

Physical Requirements :

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
Frequently required to talk and hear.

Work Environment:

General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. Will be required to visit rental properties in Dowagiac, Hartford, South Bend, Watervliet, and Paw Paw.

Competencies:

• Adaptability
• Relationship Building
• Using Financials
• Organizational Savvy
• Teamwork
• Ensuring Accountability