Senior Manager of Admin Services

Job Description

Job Description

Job Purpose / Summary:

The Senior Manager of Administrative Services supports operations by supervising staff, organizing, and implementing administrative systems and oversees the Legal, Leasing and Occupancy departments.

 

Key Responsibilities

• Legal: Responsible for maintaining the proper legal status of financial (rent) and tenancy status (current lease and /or recertifications) of residents
• Occupancy : Responsible for maintaining full occupancy in all properties
• Leasing: Responsible for processing leases (new and renewals) for the properties and determining the correct legal rent for residents.
• Contribute to organizational goals by identifying strengths and weaknesses of current processes and find solutions to improve them.
• Create and promote a positive and innovative culture and forward-thinking processes and procedures to enact positive change and meet goals.
• Stay abreast and update policies and procedures mandated by governmental agencies i.e., US Department of Housing and Urban Development (HUD), Division of Housing and Community Renewal (HCR), DHCR Rent Stabilization guidelines, etc.
• Maintain good relations with oversight agencies including but not limited to HPD, HDC, NYCHA, and Tax Credit Investors/Syndicators
• Performs other related duties as assigned.

 

Leasing Department ? Oversees the following:

• Manage a team responsible for managing the day-to-day leasing operations across a growing portfolio of affordable housing properties owned or managed by Shinda Management Corporation, including marketing, leasing, reputation management, and maintaining good customer relations with current residents, prospective residents, and the building owners.
• Supervise the planning, preparation, and implementation of renewal parties, property events, processing of rental subsidies, and maintaining legal rent registration.
• Execute the tasks necessary to accomplish leasing goals, monitor occupancy of the property.
• Oversee lease packages and ensure all team members submit for verification in proper form.
• Oversee lease up of new projects including fair housing marketing, tenant selection plans, tenant applications, Housing Connect lottery, HUD lotteries, and referral programs including but not limited to DHS.
• Diligently track prospect information to ensure data is complete and accurate. Ensure the team is responding in a timely manner and are proactively pursuing leads and that all marketing reports are properly reporting traffic.
• Ensure new and renewal leases are followed in compliance with latest regulatory, insurance and best practice standards.
• Ensure resident demographics including household size, income and age are tracked for use in outcomes analysis and funding applications.
• Inspect weekly reports and ensure all appropriate data is entered.

Occupancy Department - Oversees the following:

• Responsible for providing the highest level of customer service while ensuring that the buildings are meeting targeted occupancy and revenue goals; utilize selling techniques and develop client-centric solutions to effectively close deals.
• Maintenance of waiting lists and logbooks according to corporate and regulatory standards.
• Conducts new resident orientation.
• Review submission of applicant files for approval in accordance with the project's regulatory agreement, IRS Section 42, Federal and/or State Marketing Guidelines, and HUD's Occupancy Handbook 4350-3
• Review lottery logs, waiting lists, and reasonable accommodation logs.
• Coordinate and communicate with regulatory/governing agencies, site staff and housing applicants to coordinate leasing related issues/tasks.
• Handle and provide responses to applicant's complaints, inquiries, and concerns.
• Maintain active regulatory program compliance and management coordination with site staff including preparation for unit inspections, showings, and move-in coordination.
• Manage reporting/data collection for properties in portfolio - occupancy statistics, outcomes, demographics, etc.
• Manage availability sheets and ensure accuracy, including biweekly audits in Yardi to ensure all vacancies are reported.
• Ensure the team is updating the turnover report as needed and apartments are shown in good condition. Report issues accordingly.
• Work with property management teams to track and maintain renovations reports.

 

Legal Department ? Oversees the following:

• Determining what tenants should be referred to L&T
• Sending breakdowns
• Reviewing rent rolls
• Opening non-pay cases
• Approving invoices
• Creating Trial Packages
• Completing monthly reports
• End-of-month legal percentages
• Sending late notices
• Reviewing/scanning court stipulations
• Following up on repairs if in a stipulation
• Drafting legal order sheet to start holdover and non-payment cases
• Drafting reminder letters to be delivered to tenants.
• Reviewing and entering stipulation cases. drafting general activity to adjust account balance per stipulation
• Supporting attorney calls from court for cases
• Answering calls from tenants in connection with legal issues
• Review of Site Managers Rent Roll and compare to the attorney's report
• Preparing legal status spreadsheet
• Updating legal status spreadsheet monthly
• Interfacing with Site Manager-requesting updates, court stipulations and legal order sheets- as required and where applicable
• Review of attorneys billing statements

 

 

O ther Responsibilities:

• Holding bi-weekly staff meetings with the Legal, Leasing and Occupancy Staff
• Stay current on updates and procedures mandated by the government agencies pertaining to Legal, Leasing and Occupancy
•  

Performance Management

• Ensure top performance by providing team with aqueduct coaching and guidance.
• Evaluate and manage staff performance.
• Coach, mentor, and discipline staff
• Allocate tasks and assignments to subordinates and monitor their performance.
• Oversee training, qualifications and ensure consistent work quality.

 

Talent Management

• Responsible for recruiting and providing orientation and training to new employees.
• Reviewing and approving timecards, managing schedules and PTO requests

 

Core Competencies:

• Confidentiality
• Effective Communication
• Customer Orientation
• Problem Solving
• Flexibility
• Ability to think outside the box

 

Direct Supervisory Role:

• The Senior Manager of Administrative Services directly supervises the staff of the Legal, Leasing and Legal Departments

 

Reports to: Vice President of Operations

 

Key Working Relationships:

• Executive Staff
• Accounting Department
• Area Supervisors
• Site Managers

 

SALARY RANGE: 75-95K ANNUALLY