Property Manager

Summary Duties and Responsibilities:

The Property Manager is responsible for the day-to-day operations of their respective portfolio by implementing policies, procedures, and practices to enable each property to meet budgeted financial goals and achieve operational performance objectives. The portfolio is comprised of properties financed with diverse funding streams including federal low-income housing tax credit program, Project Based Section 8, and other affordable income restricted/low-income housing financing. The Property Manager is responsible for managing and coaching their team members to deliver exceptional customer service and performance.

The Property Manager is responsible for overseeing the operation of multi-unit apartment properties serving either families or seniors toward achieving strong fiscal performance, solid regulatory compliance, maintaining the physical integrity of each property, and developing a skilled and qualified management team on-site. The Property Manager works closely with their on-site team to ensure that the integrity of the physical structure of each property adheres to HPM standards and policy regarding maintenance, safety, and curb appeal.

The Property Manager also works with Human Resources to ensure that all employees are treated consistently, fairly and following NHI policy.

Essential Functions and Work Duties:

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.

Achieve Strong Fiscal Performance

• Review and ensure Yardi Dashboard is accurate and meeting performance objectives.

• Collect rents, security deposits, and verifies resident income and assets.

• Manage delinquent accounts, resident receivables, and petty cash.

• Ensure correct accounting for all site money and charges.

• Regularly process all invoices and submits them to Accounting for payment according to HPMC policies and procedures.

• Assist Area Manager and Asset Management with annual budget preparation and monitors the fiscal status of the property accordingly.

Achieve Solid Regulatory Compliance

• Monitors and ensures adherence to all policies and procedures related to compliance with the Landlord Tenant Act, Section 8, Fair Housing practices, LIHTC, and funding sources such as Housing and Urban Development (HUD); works closely with third party Compliance and Compliance Department to ensure compliance issues are addressed in a timely manner.
• Obtain all required program certifications and stay current with compliance and regulatory requirements (e.g., Fair Housing, HUD, TCAC, COS) and ensure property and staff are in total strict compliance.

• Complete annual and interim re-certifications accurately and on schedule.

• Assist with completion of Housing Division and other property inspections.

• Maintain property files following regulatory guidelines and per HPMC policies and procedures.

Facility Management and Maintenance

• Establish, execute, and monitor a preventive maintenance schedule for each property in liaison with Maintenance.

• Coordinate periodic interior and exterior inspections with Preventive Maintenance Lead and maintain property files accordingly.

• Conduct daily inspection/walk-through of property to identify maintenance issues in need of correction.

• For work orders:
  1. Initiate maintenance work orders and monitors repair status toward completion.
  2. Ensure all work orders are completed and documented in a timely and efficient manner.

• Ensure the efficient turnover of vacant units to minimize days vacant.

• Maintain property curb appeal.

• Keep property in compliance with fire and safety code, hazardous materials regulations, and OSHA.

• Maintain an updated map of the location of all utility routing and cut-offs including water, gas, sewer electrical, telephone, and TV.
• Ensure that purchased maintenance supplies conform to HPMC quality specifications.

Risk Management

• Ensure the security and confidentiality of all resident and HPMC files and documents

• Work with maintenance staff to remediate any safety hazards on the property.

• Develop and maintains positive working relationships with local police and fire personnel.

• Ensure fire extinguishers are inspected and in good working order.

• Complete incident reports within 24 hours of the incident.

• Complete employee accident reports and send documentation to HR.

Resident Relations/Management

• Orient new residents to the building site, policies, and procedures.

• Respond effectively to tenant complaints and provides timely problem resolution.

• Process evictions in compliance with regulatory guidelines, court orders, and/or upon direction by Area Manager.

• Enforce resident lease and house rules.

• Support and attend collaboration meetings and special events with Resident Services Maintain standard business operating hours.

Employee Supervision/Management

• Participate in staff hiring decisions and orient new employees to site operations

• Provide regular performance feedback to employees.

• Prepare staff work schedules, e.g., maintenance, leasing agents, temps, ACM's.

• Approve timesheets and time-offs according to HPMC policies and procedures.

• Ensure a positive, team-oriented work environment.

Marketing

• Market units following the approved marketing plan.

• Use site software to enter all relevant transactions promptly.

• Adhere to waiting list guidelines, screens applicants.

• Review all rental applications and leases for accuracy and completeness.

• Obtain required documentation, completes certifications.

Other Functions and Work Duties:

• Perform other duties as from time to time may be determined necessary for the well-being of the total operation.

• Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.

• Perform tasks that are supportive of the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

Qualifications and Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High school or equivalent required. Associates or Bachelor's degree preferred.

• 3+ years LIHTC, Multi-family Residential Property Management experience required.

• 2+ years Affordable Housing experience (LIHTC, HOME, HUD, RAD)

• One (1) year Property Management Supervisory experience required.

• TCS or COS certification is preferred.

• Intermediate skills with Microsoft Word, Excel, Outlook, and such property management software as MRI, Yardi, or Boston Post.

• Valid Driver License

• Obtain a sheriff's work card license.

Other Skills and Abilities:

• Ability to read, write, and speak in English. Bilingual in English/Spanish is a plus.

• Excellent verbal and written communication skills.

• Strong interpersonal relations and customer service skills.

• Ability to multi-task in a fast-paced environment.

Physical Requirements:

• Stooping - frequently bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles.

• Kneeling - frequently bending legs at knees to come to rest on knee or knees.

• Reaching - frequently extending hand(s) or arm(s) in any direction.

• Handling - frequently seizing, holding, grasping, turning, or otherwise working with hand or hands.

• Ability to transport files up to approximately 20 pounds.

• Ability to lift files up-to 20 pounds from the ground level to 4 feet in height and move them from shelf to shelf in storage.

• Walking- moving about on foot to accomplish tasks, particularly walking the property.

• Regularly required to use hand to finger, handle, or feel, reach with hands and arms, and talk or hear using the telephone, computer keyboard, mouse, and calculator while seated at a desk.

• Able to sit at a desk for extended periods.

• Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

• Light work: Exerting up to 20 pounds of force occasionally, and/or up-to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. The worker will be subject to extreme cold or extreme hot during seasonal times while walking through the community.