Site Manager

Description JOB DESCRIPTION JOB TITLE: Property Site Manager STATUS: Non-Exempt - Hourly REPORTS TO: Regional Manager COMPANY Two Plus Four Management is a family-owned property management company specializing in affordable multifamily housing throughout New York State. We are committed to professional property management, regulatory compliance, strong resident service, and responsible stewardship of the properties entrusted to our management. POSITION SUMMARY The Property Site Manager is responsible for the day-to-day operation of an assigned affordable housing community. The position oversees leasing and occupancy, resident relations, rent collection, property financial and administrative functions, compliance, inspections, maintenance coordination, and required reporting. The Site Manager works closely with the Regional Manager and other company departments to maintain the property in accordance with company standards and applicable housing program requirements. FINANCIAL AND ADMINISTRATIVE OPERATIONS Collect and process rent and other approved charges, post receipts, prepare deposits, and complete required documentation in accordance with company procedures and established timelines. Monitor resident accounts and delinquency; issue required notices, communicate with residents regarding past-due balances, document collection efforts, and coordinate legal action with the Regional Manager when authorized. Maintain accurate resident ledgers, property records, correspondence, notices, reports, and supporting documentation. Process move-outs, final account documentation, and security deposit information in accordance with company policy and applicable requirements. Review property activity and reports for accuracy and promptly communicate financial, operational, vacancy, collection, or compliance concerns to the Regional Manager. Assist with annual property budgets, utility information, vendor information, invoices, purchase documentation, and other financial or administrative items as requested. Maintain adequate office supplies and property records while following company purchasing and approval procedures. LEASING, VACANCIES, AND MOVE-INS Maintain an active and accurate waiting list in accordance with the applicable Tenant Selection Plan and program requirements. Respond to inquiries, track prospects, provide applications, show available apartments, and follow up with applicants as appropriate. Process applications timely and consistently, including applicant interviews, required verifications, eligibility review, screening, notices, and approval or denial documentation in accordance with company procedures and applicable program requirements. Actively manage vacancies and communicate the status of vacant units, unit turns, pending applicants, barriers to occupancy, and anticipated move-in dates to the Regional Manager. Coordinate with maintenance to ensure vacant units are inspected, turned, and ready for occupancy as quickly as reasonably possible. Complete move-in documentation, resident orientation, lease execution, required certifications, and move-in inspections. Implement approved marketing and outreach activities when needed to support occupancy. RESIDENT RELATIONS AND LEASE ENFORCEMENT Maintain professional, respectful, and consistent communication with residents, applicants, vendors, contractors, and visitors. Enforce lease provisions, house rules, and property policies consistently and in accordance with Fair Housing requirements and company procedures. Respond to resident concerns and complaints, document significant issues, and elevate matters to the Regional Manager when appropriate. Prepare and deliver required resident correspondence and notices within established timelines. Process lease renewals, interim changes, annual recertifications, and other resident actions according to the requirements applicable to the property. Receive and appropriately route reasonable accommodation, reasonable modification, VAWA, grievance, and other protected requests in accordance with company policy. COMPLIANCE Operate the property in accordance with the affordable housing programs applicable to the site, which may include USDA Rural Development, HUD, LIHTC, NYS HCR/HTFC, Project-Based Voucher, HOME, or other federal, state, or local requirements. Follow the property’s approved Tenant Selection Plan, Affimative Fair Housing Marketing Plan, management policies, regulatory agreements, and other governing documents applicable to the property. Maintain complete, accurate, organized, and audit-ready applicant and resident files. Complete certifications, recertifications, interim actions, required notices, and supporting verifications accurately and within required timeframes. Complete or coordinate required transmissions and reporting through company-designated systems, including MINC, TRACS, or other program-specific systems when applicable. Prepare for and participate in management reviews, agency inspections, file reviews, physical inspections, audits, and other regulatory reviews. Correct or assist with correcting findings and deficiencies within required deadlines and provide supporting documentation to the Regional Manager. Comply with Fair Housing, Section 504, the Americans with Disabilities Act where applicable, VAWA, applicable state and local requirements, and company policies. PHYSICAL PROPERTY AND MAINTENANCE OVERSIGHT Walk and inspect the property regularly, including common areas, grounds, vacant units, exterior lighting, parking areas, landscaping, building conditions, and other areas requiring management attention. Review and monitor maintenance requests and work orders to ensure resident requests and property needs are being addressed timely. Coordinate priorities with maintenance staff and communicate unresolved, recurring, emergency, or significant maintenance issues to the Regional Manager. Monitor vacant-unit turns and confirm units are ready before scheduled move-ins. Ensure the property is prepared for scheduled agency, lender, insurance, management, and regulatory inspections. Coordinate vendor access and service as authorized and verify that completed work is documented. Immediately report health and safety concerns, emergencies, suspected property damage, environmental concerns, or other significant conditions. STAFF AND OPERATIONAL OVERSIGHT Provide day-to-day direction to assigned site maintenance, cleaning, or other site staff within the scope of the Site Manager’s authority. Monitor staff schedules, attendance, timekeeping, work completion, and property coverage and report concerns to the Regional Manager. Ensure staff follow company policies, safety procedures, resident communication requirements, and established property procedures. Do not independently make employment decisions outside the authority assigned to the Site Manager; promptly involve the Regional Manager and Human Resources when employee performance, discipline, leave, accommodation, or other employment matters arise. Participate in company meetings, training, compliance updates, and other required programs. Complete weekly, monthly, annual, and other required property reports accurately and by established deadlines. QUALIFICATIONS AND CORE COMPETENCIES High school diploma or equivalent required; additional education or experience in property management, affordable housing, business, or a related field preferred. Affordable housing or multifamily property management experience preferred. Ability to learn and apply program regulations, company policies, leases, Tenant Selection Plans, and property-specific requirements. Strong organizational, time-management, customer-service, conflict-resolution, and written and verbal communication skills. Ability to manage multiple deadlines, maintain confidential records, and follow detailed procedures. Computer proficiency, including Microsoft Office, email, internet-based systems, property management software, and company-required reporting platforms. Ability to work independently while maintaining regular communication with the Regional Manager and other company departments. PHYSICAL AND SCHEDULING REQUIREMENTS Ability to walk the property, climb stairs, bend, stoop, and perform routine property inspections. Ability to lift and move light office or property-related materials up to 20 pounds. Ability to maintain a flexible schedule and work additional hours when operational needs require. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. EMPLOYER DISCLAIMER This job description describes the general nature and level of work performed by the employee assigned to this position and is not an exhaustive list of all duties, responsibilities, or qualifications. The employee may be required to perform other job-related duties and follow other job-related instructions as assigned by management, consistent with applicable law. Duties and responsibilities may be revised based on property, staffing, operational, regulatory, or business needs. Nothing in this job description creates an employment contract or alters the at-will employment relationship. Employee Signature: ____________________________________ Date: _______________ Regional Manager Signature: _____________________________ Date: _______________ #J-18808-Ljbffr