Property Supervisor ( Bilingual : English & Spanish )

Job Description

Job Description

SUMMARY  

The Property Supervisor is responsible for maintaining the integrity of the physical asset and maximizing the returns from the asset in accordance with owner’s objectives. Also, this position is responsible for supervising all on-site personnel, assisted by the site managers and should work to enhance staff performance and complete all management duties in a professional and timely fashion. 

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

Building Turnover and Rent-Up   

• Supervises the relocation program for each site. 
• Attends meetings with community groups, government officials and general contractors.
• Supervises the rent-up marketing program, affirmative marketing, resident handbook preparation, marketing, establishment of rental office, hiring and training staff, and contracts with vendors for service.
• Coordinates with development department for turnover of building.
• Coordinates initial move-ins and preparation of initial Housing Assistance Payments (HAP) request. 
• Assists development department in the coordination of the completion of construction punch-list items. 
• Assists in preparation of management documents necessary for closing.
• Prepares tentative operating budget for first full year of occupancy.

On-Going Marketing and Leasing

• Supervises on-site manager and/or leasing personnel.
• Monitors all advertising and marketing programs.  
• Completes market comparisons as needed.
• Monitors occupancy status.
• Periodical reviews of rental applications and lease forms for accuracy and compliance with resident policy.
• Makes recommendations to improve marketing and leasing programs.
• Reviews biweekly reports; spots potential problems.

Maintaining the Physical Asset 

• Monitors site program of preventive and routine maintenance work.
• Completes regular inspections and follow-up on preventive and emergency maintenance work. Addresses problem areas for corrective and preventive work.
• Makes recommendations, supervises and reviews all contractual services.
• Reviews/responds to owner’s inspection findings. Regularly inspects grounds, interior hallways, and all common hallways.
• Confirms that all vacant units/areas are ready to lease.
• Approves expenditures up to authorized limit or as agreed to by immediate supervisor.
• Makes recommendations for capital improvements, purchasing and replacement for both short and long term considerations.
• Considers enhancements and betterment's needed to enhance value, performance, and safety.
• Networks with other supervisors and Tropic Construction. 

Rent Management 

• Maintains effective resident relations, Supervises site staff's social programming calendar to ensure program goals are met.
• Supervises rent collection procedures and implementation of collection programs.
• Reviews/approves all legal/eviction proceedings. 

Financial Reporting and Control 

• Submits annual reports for review of all properties within portfolio to ensure necessary budgeting and loans for the following year.
• Submits for approval annual operating budget, assisted by site manager.
• Reviews monthly accounting reports and prepares variance explanation.
• Responsible for risk management assessments.
• Supervises on-site purchase order system; approval over $500.
• Approves invoices for payment; monitors on-site accounting procedures, petty cash and security deposit payments.
• Approves and monitors payroll information on a timely basis.
• Monitors on-site inventory controls of all equipment and supplies. 
• Monitors monthly HAP requests and utility increase requests.
• Prepares rent and utility increase requests.
• Coordinates repair schedules and communicates with Accounting Department; provides information gathering for purposes of financial audit reviews, tax assessment appeals and miscellaneous financial and program/owner reports. 

Administration

• Monitors implementation of management plan.
• Implements/monitors site procedures.
• With the assistance of the Compliance Property Supervisor, prepares and submits portfolio compliance reports ensuring the accuracy of the reports and that deadlines are met.
• Maintains property files and records. 
• Recommends employee selection, assists in training, and control, and assures that all supervised employees comply with the appropriate policies and procedures. Handles evaluations of site managers and maintenance supervisors.
• Recommends programs for employee development; monitors education. 
• Interfaces with outside professionals regarding legal, insurance and other matters, as appropriate.
• Handles any emergencies that may arise on site.
• Communicates all problems and makes recommendations to immediate supervisor. 
• Provides regular updates and property status reports to immediate supervisor.
• Assist with special projects and proposal submission.
• Other projects and duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position directly supervises the Property Managers in his/her portfolio and indirectly manages all employees reporting to those managers. 

WORKING ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be willing and able to work in all indoor and outdoor environments including roofs and basements as required by the essential functions of this position. Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy and good social skills. 

PHYSICAL DEMANDS

The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job: talking, hearing, walking, sitting, standing, climbing, stooping, kneeling or crouching, reaching, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system.

Additionally, must be able to perform the physical functions of the position, which may include, but are not limited to: ability to walk property, including any flights of stairs, to complete physical inspections and in the event filling in for managers, to deliver resident communications, and show apartments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular, predictable attendance is an imperative job function. Must also be available for required evening and/or weekend meetings and on-call status.

Requires regular travel to conduct site visits/audits. 

MINIMUM QUALIFICATIONS

• High school diploma (minimum). Bachelor degree in Urban Planning, Business or related field preferred.
• Eight years’ experience in successfully overseeing and managing tax credit and assisted housing programs.
• Tax Credit Certification, Accredited Residential Management and Leasing License required.
• Five years of supervisory experience with a proven track record of motivating and managing property management teams.  
• Success in turning around properties. 
• Excellent oral and written communication skills.
• Strong financial analysis experience. 
• Bilingual in English/Spanish a plus.
• Experience working with governmental and community representatives. 
• Good computer skills including working knowledge of MS Office Suite and property management software/systems preferred (Boston Post, MRI, etc.).
• Vehicle, valid driver’s license and insurance is required. 

SUCCESS FACTORS 

• Leads by example engaging property management staff to provide the best possible customer service.
• Creates an environment in which people experience positive morale and recognition and employees are motivated to work hard for the success of the business.
• Organizes, plans and prioritizes work including that of subordinates by developing specific goals and plans to accomplish work.
• Exercises sound judgments in stressful situations in order to solve problems quickly and efficiently.
• Continually enhances industry knowledge and expertise through real estate and property management publications, reports and seminars.