Assistant Property Manager- Tax Credit
hace 11 días
Omaha
Job Description osition Summary J & M Property Management is seeking a highly organized and detail-oriented Assistant Property Manager specializing in Low-Income Housing Tax Credit (LIHTC/Section 42) affordable housing. This position serves as a key operational partner to the Property Manager and is responsible for the day-to-day administration of LIHTC applications, certifications, recertifications, leasing, collections, resident accounts, move-ins, move-outs, compliance documentation, and resident communications. The Property Manager retains overall responsibility for property performance, staffing, budgeting, maintenance oversight, vendor management, and strategic operations. The Assistant Property Manager focuses on keeping the property's leasing, compliance, and resident administration accurate, organized, timely, and audit-ready. The position works closely with J & M's Compliance Department to ensure applicant and resident files meet all applicable LIHTC and affordable housing requirements. Experience with layered programs such as LIHTC, HOME, HUD/Section 8, and other income-restricted housing programs is strongly preferred. Essential Duties & Responsibilities LIHTC Applications & Certifications • Receive and review affordable housing applications for completeness., • Explain qualification and documentation requirements to applicants., • Collect household, income, asset, and student-status information., • Obtain required verifications and supporting documents., • Identify missing or inconsistent information., • Track outstanding documentation and follow up with applicants., • Prepare initial certification files for Property Manager and Compliance Department review., • Assist with income and asset calculations., • Prepare or assist with Tenant Income Certifications., • Verify required dates, signatures, and supporting documentation., • Complete corrections requested by Compliance., • Ensure required compliance approval is received before move-in. Annual & Interim Recertifications • Maintain an accurate recertification calendar., • Begin recertifications well in advance of required deadlines., • Send notices and schedule resident appointments., • Collect updated household, income, asset, and eligibility documentation., • Obtain required verifications., • Prepare recertification documents., • Submit files for compliance review within company timelines., • Track and complete requested corrections., • Obtain required resident signatures., • Document resident follow-up., • Escalate potential late or incomplete recertifications promptly., • Assist with interim certifications and household changes when required. Timely completion of recertifications is a core performance expectation of this position. Compliance File Quality Control Serve as the property's first level of compliance file review by checking for: • Missing signatures or dates., • Incomplete forms., • Missing income or asset documentation., • Conflicting household information., • Incomplete verifications., • Student-status issues., • Calculation inconsistencies., • Missing supporting documentation. The goal is to reduce avoidable compliance corrections and improve first-review approval rates. Compliance Tracking & Audit Readiness • Maintain application and recertification tracking., • Monitor outstanding compliance items., • Maintain organized electronic and physical resident files., • Assist with internal file audits., • Prepare files for state agency, investor, syndicator, lender, or regulatory reviews., • Retrieve requested documentation., • Assist with corrective actions., • Keep resident files audit-ready throughout the year. Leasing & Occupancy Support • Respond to prospective resident inquiries., • Explain rents, deposits, utilities, amenities, and qualification requirements., • Conduct apartment tours., • Maintain prospect and availability information., • Follow up with prospective residents., • Process applications and screening., • Maintain waiting lists when applicable., • Prepare leases and required addenda., • Assist with lease renewals., • Maintain accurate leasing records. The Assistant Property Manager supports occupancy goals while ensuring compliance standards are never compromised. Move-In Coordination • Confirm application and compliance approval., • Confirm apartment readiness., • Verify required move-in funds., • Prepare leases, addenda, and affordable housing documents., • Obtain required signatures., • Conduct or assist with move-in orientation., • Complete move-in documentation., • Enter resident information accurately into property management software., • Ensure resident files are complete. Resident Accounts & Collections • Review resident ledgers regularly., • Monitor unpaid rent and other charges., • Contact residents regarding outstanding balances., • Document collection communications., • Prepare delinquency notices according to company procedures., • Monitor approved payment arrangements., • Follow up on broken arrangements., • Research ledger questions., • Coordinate with Accounting on account discrepancies., • Assist with subsidy-payment issues when applicable., • Escalate serious delinquency matters to the Property Manager. Resident Relations • Serve as a primary contact for routine resident needs., • Respond to calls, emails, and office visits., • Answer lease and account questions., • Receive and document resident concerns., • Coordinate maintenance requests., • Follow up on unresolved service issues., • Prepare resident notices and correspondence., • Assist with lease renewals., • Maintain professional and respectful resident relationships. Serious lease violations, legal matters, Fair Housing concerns, or elevated resident issues should be referred to the Property Manager. Move-Out Administration • Receive and document notices to vacate., • Update move-out information in property management software., • Prepare move-out correspondence., • Coordinate inspection scheduling., • Notify maintenance of upcoming turns., • Assist with move-out documentation and charges., • Coordinate final account information with Accounting., • Organize former resident files., • Help return vacant units to available inventory promptly. Property Management Software & Data Accuracy Maintain accurate records relating to: • Prospects and applications., • Household information., • Certification and recertification dates., • Lease information., • Move-ins and move-outs., • Resident balances., • Collection notes., • Resident communications., • Notices., • Renewals., • Compliance notes. Accurate and timely data entry is essential. Daily Property Administration • Maintain organized property files., • Prepare reports and correspondence., • Monitor deadlines., • Process documentation for Property Manager approval., • Assist with invoices and vendor paperwork., • Coordinate appointments., • Maintain required notices and postings., • Support communication between the property and corporate departments., • Assist with resident events and general office operations. Maintenance Coordination Support • Enter resident work orders., • Monitor open service requests., • Follow up with residents., • Communicate urgent maintenance concerns., • Track apartment readiness for move-ins., • Coordinate apartment access., • Assist with inspections., • Communicate move-in and move-out schedules to maintenance. The Assistant Property Manager supports maintenance coordination but does not hold primary responsibility for maintenance budgets, capital projects, or technical supervision unless specifically assigned. Fair Housing & Regulatory Compliance Follow all applicable: • Fair Housing requirements., • LIHTC requirements., • HOME, HUD, and Section 8 requirements when applicable., • Reasonable accommodation and modification procedures., • VAWA requirements when applicable., • Tenant selection procedures., • Landlord-tenant laws., • J & M policies and procedures. Potential Fair Housing or significant compliance concerns must be escalated promptly. Layered Affordable Housing Programs Depending on property assignment, responsibilities may include support for: • LIHTC / Section 42., • HOME., • HUD., • Section 8., • Project-based assistance., • Housing Choice Voucher participation., • State or local affordable housing programs. The Assistant Property Manager must understand that program requirements may differ and should refer technical questions to the Property Manager and Compliance Department. Acting Property Manager Support Provide limited operational coverage when the Property Manager is temporarily unavailable, including: • Responding to routine resident issues., • Monitoring leasing and collections., • Coordinating maintenance communication., • Completing scheduled reports., • Escalating emergencies., • Maintaining normal office operations. Major personnel, legal, financial, or regulatory decisions should be escalated to company leadership. Required Qualifications • 2+ years of multifamily housing, leasing, affordable housing, or property administration experience preferred., • LIHTC/Section 42 experience strongly preferred., • Experience processing affordable housing applications or recertifications preferred., • Working knowledge of income and asset documentation., • Strong attention to detail and organizational skills., • Ability to manage multiple deadlines., • Strong written and verbal communication skills., • Professional resident-service skills., • Ability to maintain confidential information., • Strong computer skills., • Property management software experience preferred., • Ability to follow established procedures and recognize when an issue requires escalation. Preferred Certifications Affordable housing certifications are strongly valued, including: • HCCP – Housing Credit Certified Professional., • SHCM – Specialist in Housing Credit Management., • TCS – Tax Credit Specialist., • C3P – Certified Credit Compliance Professional., • COS – Certified Occupancy Specialist., • Other recognized LIHTC or affordable housing certifications. Candidates without certification may be required to obtain an approved certification within an established timeframe after hire. Preferred Experience Preference may be given to candidates with experience in: • LIHTC/Section 42 communities., • Affordable housing applications and recertifications., • Income and asset verification., • LIHTC/HOME properties., • LIHTC/Section 8 properties., • Mixed-income housing., • Affordable housing lease-ups., • Compliance file preparation., • Resident collections., • Affordable housing operations in Nebraska, Iowa, South Dakota, or the surrounding Midwest. Performance Expectations Success in this role may be measured by: • Application processing turnaround., • File completeness before compliance review., • Timeliness of certifications and recertifications., • Accuracy of resident records., • Number of overdue compliance items., • Timeliness of compliance corrections., • Leasing follow-up., • Occupancy support., • Collection follow-up., • Move-in documentation accuracy., • Resident communication., • Audit readiness., • Data accuracy., • Overall support of Property Manager and property operations. Property Manager vs. Assistant Property Manager The roles are intentionally distinct and complementary. The Property Manager is primarily accountable for: • Overall property performance., • Budgeting and financial results., • Staff leadership., • Maintenance oversight., • Vendor management., • Occupancy strategy., • Significant resident and legal matters., • Capital planning., • Property-level decision-making., • Overall compliance performance. The Assistant Property Manager is primarily responsible for: • LIHTC application administration., • Certification and recertification preparation., • Compliance documentation., • Leasing administration., • Move-in and move-out processing., • Resident accounts., • Collection follow-up., • Resident communication., • Lease renewals., • File organization., • Compliance tracking., • Data accuracy., • Daily administrative execution. Together, these positions support a compliant, organized, resident-focused, and financially successful property. Why Join J & M Property Management? Affordable housing management requires a combination of compliance knowledge, administrative discipline, resident service, leasing ability, and operational follow-through. At J & M Property Management, the Assistant Property Manager has the opportunity to develop valuable LIHTC and affordable housing expertise while working closely with experienced property management and compliance professionals. We are looking for someone who takes pride in getting the details right, follows through on commitments, provides excellent resident service, and wants to grow within a professional property management organization. J & M Property Management is an Equal Opportunity Employer. Employment decisions are based on qualifications, experience, merit, and business needs without regard to legally protected characteristics.
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