Property Manager

Summary

The Property Manager is responsible for providing property management functions for one or more housing site(s), according to the Indianapolis Housing Agency (IHA) Asset Management Department model in conjunction with Rental Assistance Demonstration (RAD) requirements, while remaining in compliance with all applicable regulations, policies, and procedures. This position oversees the management activities, operations, and performance of one or more properties/housing sites owned and/or managed by IHA, and is responsible for maintaining and monitoring fiscal and occupancy status of properties. This position also completes and monitors budget preparation; monitors operating practices and procedures; and recommends changes to promote operational efficiency. In addition, this position will provide supervision for assigned staff, evaluate work performance, and train site personnel in areas related to property management.

Essential Duties and Responsibilities

• Monitoring collections, collection loss, vacant unit turnaround times, vacancy reports, court filings, etc. through computer-generated and manual reporting systems, including dialog with other management staff, and operational or organizational meetings.
• Conducting resident interviews, and certification processes designed to ensure that prospective residents meet Agency, United States Department of Housing and Urban Development (HUD), and Indiana Housing and Community Development Authority (IHCDA) guidelines. Precisely verifying income information for applicants and residents according to applicable regulations while maintaining accurate paperwork.
• Leasing apartments to new residents, including showing vacant units, calculating rents, explaining lease terms, and executing lease agreements. Representing IHA in an appropriately professional manner in all interactions with residents, prospective clients, and members of the public.
• Facilitating lease enforcement, including delivering notices of lease violations and taking appropriate action.
• Issuing delinquent rent and eviction notices. Ensuring that resident lease terminations and grievance hearings are properly and timely processed. Testifying on behalf of IHA in court proceedings as required.
• Conducting informal hearings as needed, and making appropriate recommendations in accordance with the Agency’s policies and procedures.
• Assisting with review, and taking appropriate action on resident transfer and reasonable accommodation requests.
• Procuring materials and services in accordance with Agency policy and procedure, along with assisting in inventory control and monitoring of fixed assets.
• Providing assistance and direction in the development of the annual budget for property/housing site(s), as well as monitoring operations budget by reviewing monthly reports and providing input regarding budget status as needed.
• Assisting residents, resident organizations, internal departments, and external agencies to obtain input regarding operational issues, including needs assessments.
• Preparing for file audits and physical inspections along with providing required files and notices to residents, as well as with assisting the Compliance Department in responding to issues or concerns identified during the audit and/or inspection process.
• Assisting with the development and implementation of marketing plans and strategies in order to reach occupancy targets.
• Supervising maintenance personnel, and providing emergency on-call coverage and follow-up for emergencies to ensure proper handling of specific situations.
• Monitoring work order completion and conducting quality control and resident satisfaction surveys in order to address resident complaints and issues in a prompt and efficient manner.
• Maintaining IHA occupancy goals while supervising the vacancy preparation and leasing processes.
• Serving as departmental representative when interacting with other departments, serving on various committees, boards and commissions, and addressing the public; attending meetings to provide input based on specific knowledge of general construction and project management concepts.
• Administering Agency personnel policies, departmental policies, and other relevant policies and procedures to ensure compliance with employment rules and regulatory guidelines.
• Conducting quarterly inspections of property/housing site(s) to ensure IHA quality standards are met. Monitoring work performance of assigned staff through regular inspections of properties and formal and informal reports.
• Reviewing time and leave reports for assigned staff, and approving leave requests according to established policies and procedures.
• Assisting, conducting and/or coordinating training programs for new employees, as well as providing periodic training for other employees in areas dealing with budgets, lease implementation, maintenance, fair housing practices, and landlord-tenant law.
• Assisting with the coordination of staffing and scheduling to ensure that all properties are adequately staffed.
• Preparing and reviewing employee performance appraisals, and discussing results with assigned staff as appropriate, as well as recommending corrective action for observed or reported work performance deficiencies.
• Providing coaching and counseling sessions for employees regarding job performance and documenting such sessions in accordance with established procedures.
• Conducting regular staff meetings to keep staff aware of operational issues, and performance expectations.
• Performing other related duties as assigned.

Supervisory Responsibilities

This position will provide supervision for assigned staff, including Assistant Property Managers and office personnel.

Personnel Management

• Trains, coaches, develops, evaluates and disciplines the on-site property team.
• Completes performance appraisals for all on-site staff semi-annually.
• Reviews site personnel time sheets and ensures that all necessary payroll information is submitted accurately by established deadlines.
• Conducts periodic staff meetings with the on-site team to address property performance, policy issues, regulatory compliance and other business.
• Identifies "bench strength" in the field and communicates that information to the Portfolio Property Manager and/or the Director of Housing Operations.
• Ensures that on-site staff has completed all required IHA trainings offered by the agency.

Regulatory Compliance

• Understands and stays up to date on all requirements of the specific affordable housing program in place on the property.
• Collaborates proactively with the Compliance Department to ensure that all documentation is accurate and complete and that any required corrective measures are implemented expeditiously.
• Adheres to the program rules and requirements as published by HUD and/or a state or local agency.
• Assists with the preparation of responses to regulatory agencies.
• Works with the Maintenance Supervisor to ensure that the property is prepared for all regulatory physical inspections.
• Keeps files and other documentation organized and up to date in preparation for HUD and/or agency operational reviews.
• Ensures that all site personnel understand the requirements of Fair Housing assets for which the Portfolio Property Manager is responsible to successfully pass all regulatory physical inspections and operational reviews.
• Ensures that all requested documentation needed for the annual financial audit is submitted accurately and by the established deadlines.

Client Service

• Assists with compiling information for clients and owner reports accurately and on time.
• If applicable, attends non-profit board meetings with the Portfolio Property Manager and/or the Director of Housing Operations.
• Responds in a timely fashion to questions, correspondence, e-mails and phone requests from clients, lenders, investors and regulatory agency personnel.
• Keeps the Portfolio Property Manager and/or the Director of Housing Operations apprised of all external contacts and requests for information.

Other duties as assigned by the Portfolio Property Manager and/or the Director of Housing Operations.

Qualifications

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

Education and/or Experience

Bachelor’s degree in Management, Business Administration, Social Science, or related field, plus five (5) years of relevant work experience in property management, or an equivalent combination of education and work experience that would allow an individual to successfully perform the required functions of the job. Housing Management and Tax Credit Management, or equivalent certification(s) preferred.

Demonstrated ability to set high standards of performance, including reaching established performance goals, supervising other employees, and reaching effective resolution of employee relations issues.

Extensive knowledge of the operations of blended occupancy properties, including relevant statutes, rules and regulations pertaining to HUD requirements; excellent written and oral communication and analytical skills; ability to establish and maintain effective professional relationships with officials, employees, and the general public; and familiarity with Agency employment policies and negotiated labor agreements.

Appropriate working knowledge of REAC and Housing Quality Standards inspections, as well as operation of tax credit and market-rate properties.

Working knowledge of asset management models and general property management practices.

Demonstrated ability to remain knowledgeable of Federal, State, and Local regulations related to property management.

Knowledge of computer operations, data analysis, and departmental procedures, as well as working knowledge and skills in utilizing computer software programs and general office machines. Good working knowledge of general office procedures and business English.

Language Skills

Ability to communicate effectively both orally and in writing.

Mathematical Skills

Knowledge and ability to effectively utilize general mathematical concepts and statistical analyses.

Reasoning Ability

Requires an advanced level of analytical skills with the ability to formulate and pose questions of an evaluative nature allowing for specific and objective responses. Ability to conduct relevant data research and reach reasonable conclusions.

Certificates, Licenses, Registrations

Must have a valid Indiana driver’s license. Must possess Housing Management and/or other required property management certifications. Additional certifications may be added or required.