Property Manager

Overview:

Someone who manages real estate for another person for compensation. The Property Manager will report directly to the Site Director or the Oversight Manager. He/she will conduct themselves in a professional manner at all times and in all cases and instances.


Position Requirements:

EDUCATION: High school diploma or GED, plus six months to one year of college level course work either of the following: computer operations, computer programming, and word processing, data entry or office administration.

EXPERIENCE: One year of experience working in an office environment. Must be knowledgeable of Microsoft Excel, Microsoft Word and have a working knowledge of Lotus 1-2-3. Must have the ability to type 25-35 words per minute.

JOB KNOWLEDGE: Must have a basic knowledge of office filing. Ability to answer the telephone in a professional and courteous manner. Must have the ability to enter and retrieve information from automated computer system. Must have good verbal and written communication skills.

PHYSICAL REQUIREMENTS:

Must be able to tolerate extended periods of standing, walking, answering telephone, interacting with residents and other staff members.

Must submit to a drug and alcohol screening.

OTHER REQUIREMENTS: Maintain automobile, valid driver's license and proof of liability insurance. (NOT MANDATORY.)

1. RECERTIFICATION

• Maintains complete process of annual recertification of all residents
• Sends out and tracks correspondences relating to annual recertification
• Verifies employment information with 3rd party verifications
• Maintains recertification log of all residents to maintain timely verification
• Prepares Collateral packets for all recertification
• Schedules appointments with al residents to complete the recertification process
• Maintains monthly reporting of all re-certifications completed during the month
• Prepares leases for signature between resident and management
• Verifies school attendance for all children listed on collateral packet
• Documents medical and child care deductions for recertification
• Documents Form 277 with information regarding the recertification process
• Prepare and submit Notice of Intent to Vacate form with a copy to the Oversite Manager and the Manager of Maintenance

1. RENT COLLECTION

General Function:

In conjunction with the specific lease terms, collect, monitor and insure the timely collection of rent and all other payments from tenants on a monthly basis. Properly issue 14-day notices and other notices for delinquent rent payments. On a weekly basis interface directly with tenants to work out realistic payment plans for the collection of past due charges for approval by the Site Director.

Specific Activities:

• Review rent payments logs for accuracy and inclusion of tenant account numbers
• Prepare weekly cash analysis report for submission to the Oversight Manager
• Maintain accurate current and former tenant records, including vacant units
• Records of tenant profile
• Record of all tenant lease expirations
• Record of tenants' payment history
• Records of former tenant and collection status
• Document the historical sheet with resident's pertinent information

1. TENANT RELATIONS

General Functions:

Acts as a liaison between the owner and the tenant, CHA, IHDA, HUD and other authorities in the preparation of correspondents and other documents to ensure that relevant information is communicated to the appropriate parties in a timely manner. Maintain a professional posture at all times during tenant account and rent balance inquires, and collection pursuits. Diligently pursue all outstanding tenant and CHA receivables.

• Oversee collection of all tenant and CHA receivables
• Interface with tenants daily on all receivable issues, i.e., unpaid rent, damage charges, late charges, lease renewals, etc.

• Maintain constant communication with the Oversight Manager and Site Director regarding all receivable issues.

• Under the direction of the Oversight Manager and Site Director maintain constant communication with CHA personnel on receivable issues, such as vacancy claims and tenant repayment agreements.

• Coordinate and schedule regular tenant meetings and other activities
• Analyze and make recommendations for security and vandalism problems
• Conference with Oversight Manager and/or Site Director on all tenant concerns and/or complaints relating to tenant charges and collections.

• In a professional manner, enforce the Rules and Regulations of the property.
• Issue notice of lease violations as so reported.

1. Miscellaneous

• Copy Oversight Manager and Site Director on all correspondences, etc.
• Supervise and review all security deposit activity and maintain accurate records
• Maintain accurate monthly logs of all tenant charges, security deposit activity; late charges, tenant move-in and move-outs and property reports
• Prepare all required documentation and be present for all court appearances, including but not limited to, the following:

• 10-day notices
• 14-day notices
• 30-day notices
• Building Code Violations
• All unusual occurrences report are due within eight (8) hours of notification of the incident

1. INSPECTIONS
   1. Insure that all necessary inspections by outside parties are scheduled as necessary for each property with the assistance of the Maintenance and Engineering Staff. Notify all building tenants of inspection dates and be available to be present as schedule permits.

• Property - twice a week
• Housekeeping Inspections
• Move-in and move out inspections
• Damage Claims

1. REPORTS

1. In accordance with the Supervisor and Accounting Manager, ensure timely and accurate submission of the following reports: Supervisor, owners, Chicago Housing Authority, Department of Housing and Urban Development and Illinois Housing and Development Authority.

1. Month-end Reports to the Supervisor shall include but not be limited to the following:
   • Detailed Rent Roll
   • Detailed Delinquency Aging
   • Vacancy Report
   • Activity Reconciliation
   • General Ledger Report

1. Reports shall include but are not limited to the following:

• Weekly RENTS CHARGED AND COLLECTED
• Delinquency Report (due the 15th of every month)
• Monthly Narrative Report (due the 5th of every month)
• HQS Inspection Report
• Leasing
• Delinquent Recertification Report

1. SITE VISITS

1. Visit all blocks at least twice weekly

Monday - Friday 8:30 a.m. - 5:00 p.m. with on call duties