Description:
Property Manager (Full Time)
Department: Housing Operations
Summary
The primary purpose of this position is to perform managerial, supervisory, and day-to-day operational functions for an assigned housing property. The incumbent is responsible for overseeing maintenance staff, enforcing lease agreements and timely rent payments by residents, and ensuring that all housing procedures are adhered to and that units are compliant with applicable regulations. All activities must support the Housing Authority of the Birmingham District's ("HABD" or "Agency") mission, strategic goals, and objectives.
Essential Duties and Responsibilities
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.
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Directs the work of staff, including assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, selecting new employees, training staff, acting on employee problems, and recommending and implementing discipline.
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Reports all significant developments to the Regional Property Manager.
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Communicates regularly with the Regional Maintenance Supervisor on the status of work orders, preventive maintenance, and capital projects.
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Performs administrative tasks, including maintenance of resident files and inventory records; preparation of reports required by US Department of Housing and Urban Development ("HUD") and HABD; submission of purchase requests; maintenance of petty cash fund/credit cards.
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Continually evaluates the effectiveness and productivity of the housing operations and staff and develops and implements operational improvement programs as required; establishes policies and procedures.
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Oversees assigned property or properties; ensures the properties meet the leasing, occupancy, and physical condition requirements of the Public Housing Assessment System (PHAS); maintains the grounds and units in compliance Agency standards and HUD or other requirements.
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Maintains responsibility for the success of the property through innovation and partnership, including maximizing occupancy, rent collection, safety, and curb appeal.
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Provides customer service to residents and the general public; responds to requests in a prompt and courteous manner; engages residents in HABD mission.
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Serves as an Agency representative for community meetings and events under the direction of Agency leadership.
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Coordinates with Client Services staff to support clients' journeys to self-sufficiency.
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Prepares or supervises the preparation of all weekly, monthly, and annual reports relating to assigned developments; maintains reports and submits to appropriate department(s) or agencies.
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Oversees orientation for new residents, shows unit, explains lease and briefs them on HABD policies and procedures.
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Supervises or performs the calculation of rent adjustments for incoming, continued occupancy, and vacated units; maintains and monitors delinquent rent roll, issues delinquent notices, and late payment charges, and initiates corrective action.
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Advises residents of lease violations and eviction proceedings; interacts with counsel regarding resident evictions and attends hearings.
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Maintains inventory of property, appliances, vehicles, etc., designated to the assigned development.
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Counsels or supervises the counseling of tenants who are not complying with policies and procedures or who have delinquent rent problems; develops solution for alternative payment methods.
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Partners with HABD staff and external groups and agencies rendering supportive services to clients.
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Reviews ledgers and makes adjustments; prepares and maintains forms, records, and reports.
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Actively participates in and develops tenant association activities; meets with tenant leaders to plan meetings and suggest ideas to improve participation and resolve problems.
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Supervises or performs resident annual recertifications, interims, moves, and other transactions; monitors prepares, and distributes annual recertification notices; ensures accuracy of data.
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Prepares or supervises the preparation of late rent notices, eviction notices, or other violation form notices.
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Coordinates maintenance activities with site maintenance leads; takes corrective action when needed.
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Conducts or supervises inspections; signs and explains inspection reports.
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Supervises the annual reviews of tenants and the housekeeping inspections of dwelling units.
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Calculates and/or monitors any repairs, prepares any required billing statements, oversees contractors, and signs off on work performed and invoices.
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Supervises maintenance work orders for all potential and existing vacancies under supervision in coordination with the Supervisor of Maintenance.
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Performs periodic drive-by or walk-by inspections of buildings and grounds; resolves unsatisfactory conditions with residents; initiates lease termination proceedings when warranted.
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Participates in the filing and resolution of insurance claims.
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Provide meaningful input to the capital and budget planning process.
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Monitors expenditures and takes corrective action to ensure compliance with approved budget.
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Coordinate with Human Resources, IT, and Agency leadership on the on-boarding of new employees.
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Responds to emergency calls after hours and on weekends.
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Attends property, community, departmental, and HABD-wide staff meetings and training sessions as scheduled during and after normal business hours.
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Provide meaningful input to the capital planning process, budget process, and examine expenditures for cost savings and efficiencies 'share best practices with colleagues.
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Set performance targets and coach staff to meet them in the following areas: customer service, professionalism, safe work practices, effective property inspections, vendor management, the use of technology /Yardi, Fair Housing, and Risk Management.
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Performs other related duties as assigned.
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
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Leadership:Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates.
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Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision making in accordance with level of responsibility.
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Commitment:Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
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Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
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Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys understanding of the comments and questions of others; listens effectively.
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Initiative:Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
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Responsiveness and Accountability:Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
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Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
Job Competencies
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Knowledge of HUD, federal, state, and local laws and regulations, as well as HABD policies and procedures related to the position.
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Knowledge of the regulations affecting HABD's housing programs and demonstrated ability to understand the terms, conditions, and content of HABD's standard operating procedures for property management.
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Knowledge of the proper HABD procedures for collecting, processing, and recording rental transactions.
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Skills in the operation of commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications.
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Skills in providing instruction on the HUD and HABD program requirements to potential participants.
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Skills in customer service and resident relations.
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Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing.
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Ability to perform program-required computations with speed and accuracy.
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Ability to orient other employees and to explain organizational policies, rules, regulations, and procedures.
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Ability to interpret HUD, federal, state, and local laws and regulations, as well as HABD policies and procedures related to the position.
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Ability to assist in the hiring of new employees, evaluate performance of subordinates accurately and timely, correct deficiencies, and to guide and assign personnel.
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Ability to establish, monitor, and achieve objectives through skillful delegation of duties.
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Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.
Requirements:
Education and/or Experience
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Bachelor's Degree in Business Administration, Public Administration, or related field and a minimum of three (3) years of experience in the management of a housing development, preferably affordable or public housing, including a minimum of one (1) year in a supervisory capacity. An equivalent combination of education and experience may be considered.
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Must possess or have the ability to obtain a Public Housing Manager Certification or an Asset Management Certification within one (1) year of employment.
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Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Physical Demands
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The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.
Work Environment
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The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Office environment. The noise level in the work environment is moderate.
The position is open until filled.
