PROPERTY MANAGER

Job Description

Job Description

Position Summary

Performs managerial and supervisory work involving the management and operation of one or more housing developments. Performs unit and property inspections to ensure housing units and developments meet physical condition and safety standards. Directs and provides guidance to the Assistant Property Manager, Maintenance Crew Leader, maintenance staff and other subordinates. Enforces lease provisions and development rules. Responsible for budget and expenses for the assigned properties.

Responsibilities

Specific duties include the following:

Management and Operations

1. Responsible for the marketing, management and operation of the assigned properties.

2. Screens and interviews potential renters to discuss leasing and property rules. Shows unit, explains lease rules and development regulations. Runs credit checks as required.

3. Performs move-in, move-out and annual inspections of assigned units and prepares and processes needed work orders related to the preparation of vacant units.

4. Establishes rental rates by surveying local rental rates for similar units.

5. Collects rents, prepares bank deposits and maintains Tenant Receivables Accounts.

6. Reviews accounts receivable reports weekly and conducts collection activity of delinquent accounts.

7. Maintains and monitors delinquent rent roll, issues delinquent notices and late payment charges, and initiates eviction process when warranted.

8. Enforces housing rules for residents. Advises residents of lease violation(s) and eviction proceedings.

9. Prepares notices to vacate and report of vacated accounts. Interacts with Attorney regarding evictions and attends hearings.

Position Description: Property Manager

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10. Receives and resolves tenant-related issues related to the property.

11. Verifies identity of tenants requesting after-hours lock-out service.

12. Attends Resident Council meetings and meetings with outside agencies to identify resident needs and available outside resources. Renders assistance to Resident Council when needed and as available. Attends and assists with all development events.

13. Performs administrative tasks: maintains resident files; prepares weekly, monthly and annual reports required by HUD and HACB.

14. Prepares monthly report regarding rent collections, dwelling units, accounts receivable, vacancies, and security deposits. Submits said reports to Director of Housing Facilities and other appropriate staff.

Maintenance & Inspections

15. Responsible for the coordination of overall maintenance of the assigned properties, including routine and preventative maintenance.

16. Generates work orders for maintenance staff and verify completion of work orders. Conducts quality control inspections of maintenance work. Ensures maintenance work is completed in compliance with the HACB maintenance policy, and coordinates work of inspected units, vacant units and maintenance requests.

17. Maintains maintenance records of units, buildings and common areas, and the replacement of major appliances, major renovation of units and painting.

18. Prepares and distributes annual inspection notices, and conducts annual inspections, house-keeping inspections and special inspections.

19. Responsible to ensure that the buildings of the assigned development are safe and secure. Performs and keeps records of weekly walk-by inspections of buildings and grounds, resolves unsafe or hazardous conditions, and unsatisfactory conditions with residents and initiates lease termination proceedings when warranted.

20. Communicates with Director of Asset Management, the Director of Housing Facilities and other appropriate staff for planning capital improvements and major repairs or construction in assigned properties.

Contractors/Vendors, Procurement & Inventory

21. Responsible for interactions with contractors and vendors, purchasing and procurement, and overseeing and monitoring the inventory of supplies and assets for the assigned properties. Maintains inventory reports to verify actual levels. Complies with disposition policy when removing assets from inventory.

22. Responsible to assist in preparing and to administer and monitor budgets for the assigned

23. Responsible to prepare scope of work for construction proposals, unit make readies, or other needed repairs.

24. Generates and approves purchase orders for materials, equipment and supplies. Receives supplies and materials.

25. Communicates with contractors/subcontractors for contract work and sends required notices to tenants. Monitors contract work in progress.

26. Monitors assigned agency vehicles and ensures regular maintenance and inspections for vehicles.

Supervisory and Other Duties

27. Responsible for coordinating training of maintenance staff on safety and hazardous materials handling, OSHA regulations, and other required training. Maintains records of the training and submits to Human Resources.

28. Responsible for the annual performance evaluations for subordinate staff.

29. Prepares and approves work schedules and timecards for subordinate staff, including time off requests.

30. Attends departmental and HACB staff meetings and training sessions as scheduled.

31. Prepares detailed accident reports for claims by residents involving accidents on housing authority premises that result in injury to resident(s) and /or damage to resident's property. Also prepares detailed accident reports for worker’s compensation claims by employees injured while on the job. Submits copy to Director of Housing Facilities and Human Resources Officer.

32. May be required to track time, cost and revenue of assigned developments.

33. Required to be on stand-by status as part of the emergency response team during natural disasters and weather-related incidents.

Tax Credit Property Duties (if applicable)

34. Ensures property maintains its applicable fractions and set-aside requirements identified in the property LURA.

35. Performs supportive service as outlined in the property’s LURA and maintain proper documentation; Assist as needed with the planning and implementation of social services programs. Programs should be coordinated with the Social Service Provider. Maintain Supportive Service Binder.

36. Handles recordkeeping and reporting responsibilities and notices, legal filings and evictions as required by HUD/TC/ADHP/HOME/Bond regulations.

37. Maintains all resident files per HUD/TC/ADHP/HOME/Bond guidelines including annual recertifications for housing tax credit programs.

38. Contributes to team effort by accomplishing all other duties as assigned.

Education and Experience

Associate's degree in Business, Public Administration, or Social Sciences from an accredited college or university. Three (3) years of progressively responsible experience as a Management Aide, or at least three years working in an administrative capacity at a housing development, or an equivalent combination of experience and education. A Bachelor’s Degree is Preferred.

The following Certifications must be obtained within one (1) year of employment or other allowable period as authorized by the CEO:

• Property Manager Essential Certification and/or PHM Certificate or Certified Apartment Manager certification.

Knowledge and Skills

1. Good knowledge of Housing Authority operating policies and procedures.

2. Good knowledge of principles, practices and techniques of public housing management.

3. Good knowledge of HUD regulations pertaining to low-rent housing including regulations and processes specific to tax credit properties.

4. Good knowledge of services available through local social service agencies.

5. Good knowledge of maintenance terminology, materials, supplies and equipment.

6. Good knowledge of basic math, grammar and business writing.

7. Knowledge of modern principles, practices and techniques of budgeting and bookkeeping.

8. Skill in the use of basic office machines (computer, copier, calculator) and software packages (Excel, MS Word, etc.)

9. Ability to understand and communicate in Spanish and English is required, verbally and in writing.

10. Ability to meet and deal with the public and provide a high level of customer service.

11. Ability to establish and maintain effective working relationships with co-workers and persons outside the Authority.

12. Ability to plan and organize meetings and other activities.

13. Ability to prepare clear and concise narrative and statistical reports.

14. Ability to deal effectively with situations requiring tact and diplomacy, yet firmness.

15. Must work with the highest degree of confidentiality.

Other Requirements

1. Must pass pre-employment background check and drug screen.

2. Valid Texas driver's license.

3. Eligibility for coverage under HACB fleet auto insurance.

Supervision Guidelines

The employee receives instructions from the Director of Housing Facilities. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor; and when the supervisor is contacted by the employee for direction. The employee's work is reviewed for conformity to organizational policies and attainment of objectives.

The employee makes specific and broad assignments to subordinates. Generally, the employee makes assignments by setting deadlines and priorities, and indicating the quantity of work expected. The employee reviews subordinates’ work prepares performance evaluations, counsels and disciplines employees as needed.

Guidelines

The employee performs routine duties following established and specific guidelines. Routinely the employee makes decisions concerning resident's or maintenance problems using personal judgment based on prior experience. The employee is expected to adhere to all existing guidelines and compliance is monitored intermittently.

Complexity

The employee performs a large number of varied tasks that require independent decision-making on a daily basis. Work performed by the employee is primarily routine and repetitive in nature. Occasionally, the employee makes decisions regarding unusual circumstances, conflicting data, or other non-routine circumstances. In those cases, the employee adapts procedures or develops new approaches to the work.

Scope and Effect

Development Managers are key employees in management and operation of low-rent housing units and their work affects the residents, community groups and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances greatly the Authority's ability to meet its overall mission.

Personal Contacts

The employee has contact with Authority employees at all levels and with various persons including: the general public, the media, residents, resident association officers, officials and representatives of various social service, educational and city agencies.

The primary purpose of contacts is to gain, clarify, or give information; plan, coordinate, and advise on work efforts; motivate, influence, or direct persons or groups; and to justify defend, negotiate, or resolve controversial matters or issues.

Physical Demands

Work is performed in-office and on-site and involves physical exertion during visits and inspection of units and developments. Work may entail travel to meetings, conferences, and workshops in other cities. The employee is subject to calls after normal working hours in the event of housing unit emergencies or maintenance requests or illness, accident, disturbance, police-related activity or death. Attendance at recreational activities or resident council meetings after normal working hours is sometimes necessary.

Work Environment

Work involves the normal risks and conditions associated with an office environment and visits to outdoor developments, sites, dwellings, or facilities, inspections of structures and confrontations with applicants and residents.