Senior Property Manager

Job Description

Job Description

WE OFFER EXCELLENT BENEFITS:

• FREE Employee Medical Insurance
• FREE Employee Dental Insurance
• FREE Employee Vision Insurance
• Sick leave (8 hours of paid sick leave per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Discounted health memberships
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• FREE Long-Term Disability Insurance
• FREE Life Insurance
• 13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position is responsible for supporting in the assistance of the overall management of all properties assigned to them. Providing guidance and support to assigned property staff, maximizing the performance of each property. To ensure that each assigned property is maintained to the standards required of all Catholic Housing Communities properties.

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

Property and Program Duties:

1. Create a positive, welcoming, supportive environment for residents, visitors, and property associates.

1. Manage assigned properties by assuring a response to emergency calls, collecting rents, and delivering notices ensuring consistent enforcement of apartment community rules and regulations documenting action.

1. Handle resident complaints in a timely manner (within 24 hours) promptly documenting action.

1. Assure adherence to community policies, implement policy-based sanctions up to and including evictions.

1. Assure the creation of notices for timely non-compliance actions.

1. Review ledgers and submit corrections monthly.

1. Monitor delinquency and the creation of notices for timely pay or vacate notices.

1. Assist in the maintenance of affordable housing waitlists in accordance with Program specific requirements.
2. Oversight of program certification paperwork done by staff to assure accurate paperwork prior to sending to compliance as applicable.

1. Screen, review, and approve all applications for submission to corporate.
2. Responsible for delivery of recertification notices to tenants in accordance with Program specific requirements
3. Follow up on annual re- certifications/renewals after notifications have been sent.
4. Schedule and perform certification appointments with applicants and residents.
5. Prepare move-in files for new residents.

1. Assist Compliance Department in the resolution of discrepancies from certification corrections and documentation of the resolution in accordance with funder requirements.

1. Assure that the cleanliness of common areas is maintained daily, landscaping is in good condition, and minor repairs are completed. Provide oversight of timely renovation of vacant apartments.

1. Inspect apartments for move-in condition (pre-inspection) and turnover status.

1. Ensure that all maintenance requests are handled in a timely manner and that residents are notified if parts must be ordered, causing a delay. Enforce weekly follow-up of such requests.

1. Utilize maintenance software programs to enter and track work orders, and regularly review maintenance reports. Keep all records as required and provide corporate reports.

Sr. Property Manager Duties:

1. Review Daily Activity Reports/dashboard to assist Property Managers in performance and goal attainment including the financial performance of the properties, occupancy, rent collection, timely unit turns, work orders and other daily functions required for the health of the property.

1. Monitor assigned properties dashboards to assure follow up on work orders is being documented.
2. Assist via review dashboard that all unit turns are scheduled, and supplies ordered in advance.
3. Assist assigned Property Manager’s in creating and reviewing non-compliance notices.

1. Communicates with Direct Supervisor on the goals for assigned properties to maintain 100% occupancy.

1. Assist with Risk to Tenancy meetings with those in jeopardy of termination due to non-compliance or non-payment concerns.

1. Perform monthly property inspections to ensure that vacant units are filled, and the property is kept up to professional standards.

1. Provide coverage as requested of the properties during the Property Manager’s absence – whether direct coverage or arranging coverage from others.

1. Communicate with assigned staff and service team to assist in achieving a cohesive team.

1. Assist assigned staff in understanding curb appeal and property cleanliness expectations.

1. Assist by monitoring application processes are being done in a timely manner.

1. Communicate to direct Supervisor the need for staff training, supervision and support needed to carry out responsibilities in a competent, professional manner.

1. Supervise the work performed by all staff members under your direction.

1. Participates in the preparation of the annual operating budget and work with assigned staff to maintain budgetary guidelines.

1. Review all PO’s bills and invoices for payment after matching with approvals.

1. Assure rents are deposited daily and maintain petty cash fund monthly.

1. Maintain positive communication daily with Housing Stabilization/Service Staff on resident issues to assure seamless, comprehensive, wrap-around services, as well as seeking opportunities to integrate skills sets with Housing Stabilization/Service Staff, if applicable.

1. Establishes and maintains regular daily office hours, ensuring adequate coverage of each assigned property.

1. Conduct annual written Performance Evaluations and Development Plans in your portfolio.

1. Represent Catholic Housing Communities during professional trade events to promote company awareness and excellence while furthering personal network and education.

1. Maintain consistent and reliable attendance with the ability to arrive on time.

1. Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client-protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

1. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.

1. As a mandated reporter, follow all procedures outlined in agency policies and procedures to report to the appropriate agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.

1. Adheres to the tenants of Catholic Social Teaching and Catholic Doctrine.

1. Perform as a team member to ensure that productivity outcome measures are achieved.

1. Perform related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/Experience: Five years’ property management experience with two or more years’ experience in multi-family property management, including direct supervision of others and direct client services. Proven Marketing and leasing experience. Experience with affordable housing, HUD & Tax Credit preferred.

Certificates/Licenses: To perform this job successfully, an individual must acquire a LIHTC/HUD certification within six months of hire (employer paid). A valid Driver’s License and ability to drive for work use. Successfully pass background check applicable to position.

Physical Abilities: To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently lift up to 20 pounds, pull/push, carry, grasp, reach, stoop, kneel
• Occasionally crawl
• Clearly see 20+ feet, with or without corrective lenses, ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance: ability to consistently arrive and be able to work as scheduled. May be scheduled flexible work hours as needed to complete job expectations.
• Computer/Technical Ability: working knowledge of: Word Processing software, Spreadsheet software, Internet software. Familiar with property management software programs.
• Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.

• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics.
• Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability: ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability : ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Supervisory Skills: ability to carry out supervisory responsibilities in accordance with the Company’s policies and applicable laws. Applicable supervisory responsibilities include: interviewing, hiring, training, and coaching employees, planning, assigning and directing work, reviewing performance, appraising/disciplining employees when necessary, addressing complaints and questions and resolving problems.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

1. Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the daily activities