Job Description
Employment Category
Management
Position: Assistant Property Manager
Salary: $41,600 - 48,000
Reports to: Regional Property Manager
Job Qualifications
Applicants must have the ability to perform exceptional customer service to members/ residents; good written and oral communications skills. Applicants must have strong leadership skills and sales techniques. Applicants must be available to work on weekends and late evenings if required. Experience with Microsoft Outlook, Office and Excel. At least three years prior leasing experience and least one year’s management experience is required. A High School diploma or equivalent is required. Applicant should have their NALP, and COS certifications. Experience may not be necessary if the applicant has their Apartment Management Certificate. If they are not COS certified, they must be able to obtain their COS certification within a year of employment. Bi-lingual applicants are desirable but not required. Applicants familiar with the Company’s software (Onesite) are desirable but not required.
Job Summary
The Property Manager work directly with all Cooperative staff and outside contractors. The Property Manager is also responsible for the day-to-day business and operational affairs of the Cooperative including handling the accounts payable, leasing, and closing out work orders. The Property Manager is responsible to communicate and assist the Regional Property Manager.
SUMMARY OF ESSENTIAL JOB FUNCTIONS
General
- Asisst Regional Property Manager as assigned
- If a Leasing Agent and Assistant Manager are not available, the Property Manager is responsible for performing their assigned duties
- Ensure the office, business center, clubhouse, Laundry facility, models, and target apartments are in perfect condition
- Clean, vacuum and dust as needed
- Physically inspect property on grounds and pick up litter and report any service needed to maintenance as needed
Administrative
- Control vacancy loss (goal is 0%)
- Understand, communicate and comply with policies and procedures of the site, the managing agent and HUD. Approve member’s closing statements and inform Membership committee.
- Secure goods and services : Request bids for equipment and services as necessary and as directed by the Board of Directors or Management; Supervise all work performed by outside contractors; Provide periodic inventories of equipment and supplies
- Confer with the Maintenance Supervisor to establish work schedules
- Maintain contacts with banks, suppliers and contractors
- Maintain Bed Bug log book
- Maintain Complaint log book
- Maintain Vendor Information book with copies of W-9’s and Certificates of Insurances and obtain new ones as needed
Personnel Supervision
- Supervise duties performed by leasing agent/clerk and maintenance supervisor
Advertising
- Furnish prospects with brochures, floor plans, and all other available marketing material
- Assist in the composition of the monthly newsletter and other media material for use in promoting residency
- Assist in the development of advertising and marketing plan for community, submit plan after review to Regional Property Manager for approval
Corporation Records and Files
- Maintain correspondence, report, and record files
- Maintain and control confidential member files
- File member/resident paperwork and miscellaneous paperwork as needed. It is not acceptable for large amounts of paperwork to be stacked waiting to be file. Filing should be completed daily.
Member Relations
- Greet visitors who come into the Management Office and handling or referring inquiry as appropriate. All interaction should be conducted with the goal to achieve and maintain maximum occupancy. Remember to always smile.
- Handle telephone calls as appropriate. All calls should first be answered by the Leasing Agent within two rings and then referred to Assistant Manager or Property Manager if needed.
- Schedule appointments and showings for prospective tenants. Always encourage appointments but still treat walk-ins with a cheerful attitude.
- Accompany prospective members/residents to walk through of available or show units while discussing current availability if Leasing Agent is unavailable.
- Receive, investigate and resolve resident/member complaints and issues
- Encourage and maintain pleasant, mutually satisfying relations between employees, managing agent and the membership
New Applicants
- If a Leasing Agent and Assistant Manager are not available, the Property Manager is responsible for performing their assigned duties.
Move-Ins
- Schedule and conduct move-in interviews which includes accompanying member/resident during walk-through of unit on day of move-in, taking photograph or video of condition of unit at move-in, signing and witnessing resident/member signing all required move in paperwork, administering execution of lease forms/occupancy agreements, collect necessary fees and deposits, deliver keys
- Thoroughly and effectively explain all move-in documentation (leases, occupancy agreements, rules and regulations, etc). Preparation of move in documentation should be completed by Property Manager unless assigned otherwise.
- Provide a move in packet to new residents/members that includes local information, important phone numbers, local coupons/advertisements, and copies of all signed move in documentation
Former Members
- Generate payment arrangements on Former Member Accounts when applicable and document Payment Arrangement status in property’s software
- Review monthly submissions to Hunter Warfield for accuracy
- Transfer all resident/member paperwork from unit file to move out file and place all move out documentation in file including but not limited to move out inspection, invoices regarding rehab work complete, FAS, FAS Cover Letter
- Prepare Final Account Statements while following all applicable state, HUD (if applicable) and Company policies
- Prepare FAS cover letters
- Mail FAS, Cover Letter, copy of move out inspection to former member within 30 days from move out date
- Email Accounts Payable at home office if a refund is due with notification of refund and all supporting documentation. Refund checks will be generated and mailed out from the home office separately from the FAS paperwork
- Comply with all Company FAS procedures and keep accurate records in company software of all accounts on payment arrangements, not ready for submission to collections, and ready for submission to collections
Work Orders
- Record all service requests and distribute copies as appropriate
- Price work orders for materials and labor
Accounts Receivable & Payable
- Supervise collection of accounts receivable from monthly carrying charges, delinquencies (review inquiries and complaints regarding member accounts), damages and rehabilitation decorating
- Process default notices including but not limited to ten day late notices and send expired unpaid warrants to the collection attorney
- Generate monthly delinquency report and follow up on outstanding member accounts
- Promptly approve and code all invoices for the corporation as designated on the monthly calendar while controlling the operating expenses within the approved annual budget
Board of Directors
- Advise Board of Directors in administrative matters pertaining to the corporation
- Attend Monthly Board Meetings unless informed otherwise
Annual, Monthly and Weekly Reporting
- Prepare the monthly property management report and present report to Board of Directors at monthly Board meeting
- Assist in the monthly board report as needed
- Prepare Excess Income Report for HUD
- Generate Month End Reports. Retain copies on site and send a copy to Accounting.
- Check all Cooperative employees time cards for accuracy and correct any miss punches and make any necessary adjustments
- Submit payroll to Human Resources and the Regional Property Manager for approval bi-weekly by noon Friday.
Compliance, if applicable
- Annual Re-certifications
- Schedule appointments and meet with members for Annual re-certifications, transfers, & Initials
- Process all annual re-certifications, transfers, and initials
- Send follow up letters to members within 5 days of receiving certification, if information was not available via 3rdparty
- Print EIV income reports to coincide with annual certifications.
- Have annuals completed within two weeks of receiving and hand to leasing agent for processing.
- Process interim recertifications completed by the leasing agent & follow up on signature requirements.
- Process Reasonable Accommodation requests in compliance with HUD Guidelines
- Generate EIV Reports and Review within 90 days of move-in or placement on Sec 8 subsidy
- Generate monthly and quarterly EIV reports and in following up with any findings as needed
- Generate PBE reports and provide to Accounts Receivable at home office prior to 6thof every month. Create PBE Log to document delivery of PBE check to resident/member
- Generate monthly recertification notices
- Establish Repayment Agreements on unreported income and send a copy of repay agreement to CA with next Voucher
- Generate and process monthly HAP Vouchers. Send all vouchers through Tracs and email copies to Contract Administrator and your Compliance Specialist
- Generate and Process Annual Gross Rent Certifications
- Perform Utility Audits as requested by HUD and provided results to Regional Property Manager and Compliance for Contract Renewal
Inspections
- Conduct and document annual housekeeping inspections as well as repeat inspections as needed
- Enter all service requests generated from inspections and place copies of completed service requests with housekeeping inspection form
- Notify residents/members of upcoming inspections and results of inspections
- Periodically inspect all physical areas
Legal
- Assist Regional Property Manager in responding to Civil Rights Complaints
- Prepare paperwork when turning over a household for eviction
- Fair Housing Compliance
- Prepare all required documentation of FAS’s required to be turned over to the attorney for damage hearings or collections (Refer to Company FAS Policy for further clarification)
Accountability
- Evaluation of job performance will consider overall administrative, financial, and physical condition of the Cooperative
Job Type: Full-time
Pay: $41,600.00 - $48,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have project based Section 8 experience?
Education:
- High school or equivalent (Required)
Experience:
- Customer service: 1 year (Required)
License/Certification:
- Driver's License (Preferred)
Work Location: In person
