Property Manager

SCOPE AND PURPOSE

To be responsible, under the supervision of the Asset Manager, for all phases of the operation of the property, including, but not limited to the general day to day operations, the direction and supervision of all personnel, and taking steps to ensure the property is always well maintained and in good physical condition with stabilized cash operations. Treat residents with dignity and respect. Provide excellent customer service to the residents.

DUTIES AND RESPONSIBILITIES

Train and be responsible for work performed by all staff members;

Recommend the hiring and termination of employees in accordance with the company’s policy and under the direction of the Asset Manager, Director of Operations and approved by the President;

Perform written evaluations of employees and make recommendations for salary increases, bonuses and/or advancement;

Market the property in accordance with the Affirmative Fair Housing Marketing Plan;

Monitor and approve site personnel timesheets for accuracy, approve leave requests, according to policy;

Track property occupancy and ensure proper steps are taken for marketing, application processing and unit maintenance in order to achieve occupancy and unit turn benchmarks;

Prepare, process and sign all leases and related forms;

Interview prospective residents, conduct resident move-ins and move-outs, giving special attention to apartment inspection;

Accurately complete and/or review all recertification documentation and submit to Compliance Specialist in a timely manner as required by the Site Procedures Manual;

Collect rents and make bank deposits daily; take appropriate action regarding delinquent rents in accordance with the company policy;

Purchase necessary office and maintenance supplies and solicit contractors in accordance with the company procurement policy; follow the procurement policy and only sign contracts based on assigned authority and route others for signature in a timely manner;

Supervise, along with maintenance personnel, contractors working on the property; monitor their performance and track their schedule and status and when contractors have personnel at the property;

Report any accidents and emergency situations to the Asset Manager immediately and prepare the property incident reports;

Ensure that all maintenance requests are handled promptly and that residents are notified if parts and/or materials must be ordered causing a delay;

Establish schedules, assign and supervise maintenance personnel to ensure coverage after hours, on weekends and holidays;

Continually inspect the property, recording any deficiencies and generating appropriate work orders; ensure property is maintained to Mansermar standards; keep Asset Manager informed of conditions and capital improvements needed;

Ensure site staff follow all maintenance and purchasing policies including but not limited to:

·       Property and unit inspections

·       Maintenance work orders

·       Preventive maintenance

·       Curb appeal and maintenance of the grounds

·       Purchase order procedures

·       Inventory and key control

·       Redecorating schedule

Maintain all resident files in a current, orderly fashion and in accordance with the HUD and tax credit requirements (if applicable) and guidance in the Site Procedures Manual;

Review all written correspondence to residents with Asset Manager before distribution;

Ensure all cash receipts are e-mailed to the Accounting Specialist daily;

Follow HUD requirements, tax credit regulations (if applicable) and the Site Procedures Manual regarding the processing of residents’ move-in, move-out and recertification paperwork and ensure that all due dates are met;

Compile and provide to Asset Manager, the supporting documentation to include expense reports and utility analysis for the annual operating budget upon request from the Asset Manager;

Ensure all property staff understand and comply with Fair Housing and Equal Opportunity regulations to include implementing all necessary physical and programmatic requirements;

All other duties as assigned.

EXPECTATIONS

Always use common sense and good judgement in day to day operations and demonstrate self-control.

Must demonstrate a pleasing personality and treat residents with dignity and respect. Must be able to lead the property management team and hold them accountable for completing assigned tasks. Must demonstrate attention to detail in completing paperwork. Always maintain a neat, clean and professional appearance and a clean and orderly office.

QUALIFICATIONS

Ability to work efficiently with minimal supervision. Must have property management background and have a working knowledge of HUD and tax credit regulations and requirements. Must have the ability to work with and understand the problems and attitudes of co-workers and to lead them to provide a quality work and living environment. Should have a general knowledge of property maintenance. Must have strong computer and office equipment skills. Must demonstrate good judgement in day to day operations and the ability to maintain accurate records. Must be trustworthy, dependable and show initiative. 

ESSENTIAL JOB FUNCTIONS

The Property Manager must: i) possess vision to read printed materials, smart phone screens, computer screens and to make visual inspection of the building and grounds; ii) be able to clearly communicate in person, over a telephone and in writing in English (ability to communicate in other languages is a plus); iii) be able to handle, feel, and reach; iv) possess strength, stamina and mobility to perform as property manager and complete physical inspections, direct and supervise staff and interact positively with residents; v) be able to frequently walk, sit, stand, climb, kneel, bend, and stoop; vi) be able to work in settings with continuous interruptions and background noises; vii) be able to file letters, correspondence, reports, etc. in file cabinets drawers ranging from 1 foot to 7 foot high; viii) be able to work under stress of meeting demanding deadlines, changing priorities and conditions, ix) have the ability to keep calm and remain professional with residents and staff in high pressure and emergency situations; x) be proficient with word processing, spreadsheets, e-mail and the Microsoft Office software and able to perform basic mathematical computations; xi) be able to work extended hours of time viewing a computer video monitor and/or operating a keyboard and be able to have daily exposure to video terminals; xii) must be able to analyze and develop solutions to resident and building problems; xiii) have working knowledge and be able to guide and oversee compliance, accounting and maintenance work to ensure successful completion of tasks; xiv) maintain an organized office; xv) maintain a courteous and professional attitude at all times; and xvi) be available outside of normal working hours for emergency calls as needed; xvii) be available to occasionally travel to other properties/locations for training or provide support; xviii) be committed to excellence and personal integrity.