Property Manager - Woodstock, IL
19 days ago
Woodstock
Job Description SUMMARY Under the direction of the Property Supervisor, the Property Manager is responsible for the overall operation of the property, and the day-to-day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained building within established management operating and fiscal policies and assuring compliance with all regulatory agencies and investors. This includes developing within the property a supportive environment for all residents, assuring the property's sound fiscal management, maintaining an acceptable occupancy level, maintaining a clean, well-maintained building and grounds, managing the onsite staff and their duties, interacting with and supervising vendors. The Property Manager must relate well to people and is required to provide leadership in developing a community and in facilitating a staff that functions as a team and is cooperative with each other, the residents, and visitors to the property. ESSENTIAL JOB FUNCTIONS include the following. Maintaining the Physical Asset • Works closely with Maintenance Supervisor to monitor & schedule maintenance work (i.e., work orders, repairs, etc.) and ensure their timely completion., • Approves rotating schedule of personnel for emergency maintenance., • Conducts follow-up inspections of maintenance work and surveys resident satisfaction., • Inspects site grounds and common hallways daily., • Monitors and approves make-ready status of vacant apartments., • Monitors/assists in yearly unit and site inspections., • Recommends expenditures within budget allocations for physical repairs, replacement, and/or major improvements., • Evaluates maintenance operations to determine efficiencies or areas cost saving potential., • Ensures any construction-related problems are corrected., • Ensures emergencies are handled promptly and HHDC (Hispanic Housing Development Corporation) corporate staff are properly notified., • Other duties may be assigned. Safety and Security • Oversees key control, verifies entry door control systems, gates and locks are properly functioning, answering service is in place, acts as fire/police department liaison, and employees are educated regarding safety and security., • Assists Corporate in developing & maintaining updates emergency procedures plan., • Reports and investigates all liability and site incidents to the corporate office immediately., • Ensures that all workers’ compensation claims are reported, investigated and all proper paperwork is completed and forwarded to HR within 24 hours of the incident., • Ensures the update and completion of the Material Safety Data Sheets as well as other safety related inspections and reports., • Other duties may be assigned. Marketing and Leasing • Maintains full occupancy., • Implements and oversees compliance with all regulatory agency policies and Tenant Selection Plan requirements (i.e., Fair Housing and Occupancy compliance)., • Reviews and processes names on waiting list; monitors yearly updating/opening and closing of lists., • Supervises/assists applicant screening in accordance with tenant selection criteria., • Prepares and submits all required reports on time (Vacancy, Budget Variance, Management Overview, etc.); ensures resident lists are accurate and up to date at all times., • Monitors and assists with lease renewal process (recertification)., • Assists with planning and implementing marketing outreach to local agencies, organizations, and businesses. Familiarizes self with the surrounding communities and resources., • Supervises move-in and move-out procedures; prepares necessary documents., • Conducts market surveys, shops competition and is aware of neighborhood market conditions., • Other duties may be assigned. Resident and Community Relations • Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the property and as directed by the Property Supervisor to enhance the sense of community at the property and to enhance the public image of the property., • Promotes harmonious relations among residents, staff, vendors, and people of the larger community., • Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements., • Ensures all site staff respond to all inquiries or complaints from residents, community agencies, or area residents in a timely efficient and courteous manner., • Establishes networks with community services., • Develops and monitors tenant programs., • Creates and implements an on-going service plan based on the individual and collectively needs assessments of the residents., • Monitors and oversees compliance of ADA requirements of residents., • Staff's resident council meetings and provides technical assistance; develops monthly program calendar for circulation to all residents., • Acts as a liaison and advocate on behalf of the residents to public and private agencies., • Other duties may be assigned. Financial Reporting and Control • Implements rent collection program and follow-up procedures for delinquent rent and evictions in accordance with approved HHDC policies., • Maintains all financial records and reports in good order and in accordance with fiscal policies of HHDC and regulatory agencies., • Assists in preparation of budget; monitors budget control and does monthly variance reports., • Prepares and submits monthly reports to HHDC and regulatory agencies on a timely basis., • Ensures that A/P invoices are submitted on a timely basis for payment via the electronic A/P system and accounts for petty cash funds accurately., • Approves purchase orders; obtains Property Supervisor’s approval for expenditures above manager approval limit., • Ensures that all rents are collected when due, deposited electronically and posted to tenant’s ledger in a timely manner., • Implements rent as per rent schedule and assists with rent increase requests., • Prepares yearly utility allowance survey., • Oversees monthly HAP (Housing Assistance Payments) and rent requests submissions to all agencies., • Other duties may be assigned. Administrative/Office • Supervises maintenance of properties files and records., • Oversees all resident files are properly maintained to HHDC and regulatory agency standards. Monitors lease compliance matters., • Monitors all service contracts in place; negotiates as needed., • Obtains bids as needed., • Communicates all problems and particular cases and makes recommendations to Property Supervisor., • Reports all insurance related matters to HHDC within 24 hours of incident., • Oversees office maintenance supplies and equipment inventories., • Other duties may be assigned. Staff Management • Interviews, hires, evaluates, trains, disciplines, motivates, and supervises all on-site staff to achieve operational goals of assigned property. This includes training new staff members, on-going formal and informal performance evaluations, review, and approval of timesheets, instructing, and advising on-site staff of employee procedures and guidelines., • Provides comprehensive feedback to non-performing employees. Works with supervisor and HR to facilitate disciplinary procedures and documentation up to and including termination of employment if necessary., • Conducts on-going training with office staff on leasing paperwork, workplace safety and other training needed., • Other duties may be assigned. SUPERVISORY RESPONSIBILITIES Supervises the on-site staff which may include maintenance supervisor, maintenance & janitorial staff, office staff, resident service coordinator and contract workers. The work environment and 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. WORKING ENVIRONMENT This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Position experiences interruptions, need for frequent shifting priorities, and deadlines. May be required to deal with difficult people; expected to handle residents, visitors and staff with calmness, diplomacy, and good social skills. Must be willing and able to work in all indoor and outdoor environments including roofs and basements as required by the essential functions of this position. PHYSICAL DEMANDS The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job: talking, hearing, walking, sitting, standing, stooping, kneeling, or crouching, reaching, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system. Additionally, must be able to perform the physical functions of the position, which may include, but are not limited to ability to walk property, including any flights of stairs, to complete physical inspections, deliver resident communications, and show apartments. The manager must be able to independently get to all areas of the property. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular, predictable attendance is an imperative job function. Must also be available for required evening and/or weekend meetings and on-call status. MINIMUM QUALIFICATIONS • High school diploma (minimum). College degree in Urban Planning, Business, or related field preferred., • 6+ years property management experience in a not-for-profit and/or real estate development, construction, or Property Management company required; must also have previous experience in managing affordable housing Section 8 and Low-Income Housing Tax Credits (LIHTC)., • Must have or be able to obtain within 6 months an AMP Leasing Certificate if required by the state., • Must have/obtain HUD Certifications and/or Tax Credit as required by affordable housing program of property., • Must have/obtain IREM Accredited Residential Manager (ARM) designation., • Excellent customer service skills with the ability to interact with a diverse group of personalities., • Computer literacy required; including working knowledge of MS Office Suite and property management software/systems preferred., • Basic math, strong attention to detail and high organizational skills are required., • Demonstrated strong time management and supervisory skills., • Must have excellent oral and written communication skills., • Excellent interpersonal communication skills, including the ability to inspire, motivate and lead staff., • Bilingual (Spanish/English) may be required depending on resident demographic needs., • Valid driver’s license, vehicle, insurance, and safe driving record., • Must be willing to travel to various locations if needed. SUCCESS FACTORS • It is ethical, responsible, dependable and fulfills obligations., • Supervises in a fair and consistent manner with all direct reports (i.e., does not play favorites)., • Conveys a professional and friendly demeanor when communicating with coworkers, tenants, and others to build and maintain positive relationships., • Organizes, plans, and prioritizes work including that of subordinates by developing specific goals and plans to accomplish work., • Exercises sound judgments in stressful situations to solve problems quickly and efficiently., • Can defuse a complicated issue between employees/residents
