Albany Housing Authority
Report to: VP Housing Operations
Exempt Status: Exempt
Job Description for Property Manager:
The Property Manager performs fiscal and administrative work directly related to the management of one or more affordable housing communities. The Property Manager will exercise independent judgment by evaluating and comparing courses of action to make recommendations to the VP Housing Operations about the general, financial, personnel, and business operations at the property level that conform to all mandates of the multi-family, low income housing tax credit (LIHTC), and /or other applicable requirements.
The Property Manager has direct responsibility for administration and performance of all aspects of property management, including but not limited to occupancy; collections; maintenance, including routine, preventive and emergency; resident relations; and general administration: The property manager directs and supervises staff assigned to the property and assure goals are clearly established, conveyed and met.
Property Manager Responsibilities:
•Performs supervisory functions, including the following:
- Provides employee training as needed;
- Schedules employee work hours;
- Monitors work activities;
- Completes new hire, transfer and/or annual employee evaluations;
- Provides employee development, counseling and disciplinary action as needed;
- Responsible for handling employee complaints and grievances as appropriate; and
- Participates in the department's recruiting efforts, including interviewing candidates and making hiring recommendations for open positions within the department.
• Responsible for direct leasing and other functions related to meeting or exceeding occupancy goals.
• Responsible for rent collection, and aging report to ensure that Tenant Account Receivables or (TARS) align with HUD's PHAS scoring requirements. Work with Tenant Accounting to reconcile past due balances.
• Responsible for direct billing and collection activities to meet or exceed goals
• Responsible for building strong resident relations, including courteous and prompt identification and resolution of service needs; and lease enforcement.
• Perform property inspections to ensure the properties are maintained and promoted to the quality standards of AHA.
• Responsible to follow up on maintenance work orders to ensure work is completed and billing is posted accordingly.
• Reviews and approves all work orders with charges for accuracy and determine which are reimbursable by the resident, and ensures charges are billed and collected in a timely manner.
• Responsible for maintenance activities to maintain the value of the real estate portfolio and to minimize liabilities.
• Responsible to compile data, and maintain records necessary to prepare a variety of reports to ensure the financial well-being of the property, and compliance of all HUD, LIHTC and other applicable regulations.
• Develops the property-operating budget and submits for approval. The Property Manager will track all operating and administrative expenses and ensure that expenses are within budgetary constraints, prepares budget variance reports, and communicates variances to upper management.
• Responsible for planning of capital improvement requirements and needs of assigned property(ies ).
• Gathers relevant data for the timely preparation and submission of the monthly housing assistance payment (HAP) voucher for each respective property as applicable.
• Prepares preliminary financial reports to be reviewed and approved by the VP Housing Operations for submission to the investors and/or lenders, or as otherwise required.
• Establishes and maintains effective working relationships with a diverse group ranging from investors, officials and employees, residents and the general public.
• Monitors performance of contractors deemed necessary to provide services to their development(s).
• Responsible for adhering to the Procurement Procedures set forth by the Agency.
• Demonstrates continuous process improvement efforts to improve efficiencies within operations.
• Performs regular inspections of buildings and grounds, and assesses the need for additional capital improvements not included in the Capital Fund Planning.
• Implements and follows AHA, Department of Housing and Urban Development (HUD), LIHTC, and/or all applicable rules and regulations.
• Provides quality customer service to applicants; residents; officials and employees; officials and representatives of various social service agencies; educational institutions; federal, state and city agencies and the public.
• Conducts internal audit of tenant files to ensure Assistant Property Managers are in compliance with state and federal regulations as it applies to housing program requirements.
• Works in conjunction with residents and staff to maximize resident satisfaction through coordination and implementation of resident appreciation events; prompt response to resident requests and a pro-active approach to property maintenance.
• Counsels residents on such matters as housekeeping, rent delinquencies, back-charges, verifications and disputes.
• Reviews files prepared for recommendation of lease termination for the Property Manager's approval.
• Attends Resident Association meetings and may attend meetings with outside agencies to identify resident needs and available outside resources.
• Supports relocation of residents by coordinating with relocation staff, contractor and maintenance staff during modernization of dwelling units, as directed and/or as per Relocation Plan.
• Attends departmental and Authority-wide staff meetings and training sessions as scheduled.
• Maintains inventory of fixed assets of respective development.
• Handles documents on a variety of general, personal and technical topics of a highly confidential nature and ensures confidentiality of sensitive information.
• Attends professional meetings, seminars and conferences in order to keep abreast of new trends, activities and concepts in property management.
• Exercises discretion and independent judgment to prepare recommendations directly related to the general business operations of the development and its residents.
• Keeps the VP Housing Operations informed on the operations of the assigned development and submits reports as required.
• Perform other duties as assigned.
Property Manager Requirements:
• Bachelor's degree from an accredited college or university in Business, Public Administration, Social Sciences or related field is required, or a combination of education and experience.
• Must have a minimum of three (3) years of progressively responsible experience in an administrative capacity in residential property management, or an equivalent combination of education and experience.
• Low Income Housing Tax Credit and/or Project Based Rental Assistance experience is preferred.
• Must obtain LIHTC (Low Income Housing Tax Credit) and Certified Occupancy Specialist (COS) certification within one year of employment.
• Must have strong working experience with, and understanding of, financial statements and budgeting; and proven management application.
• Must be able to analyze, monitor and review monthly financials to ensure compliance with established HUD, LIHTC, AHA and other applicable policies, procedures and budgetary constraints.
• Must have effective team building and leadership skills.
• Must have excellent communication skills.
• Must be able to communicate in a clear and concise manner, both oral and written
• Must be highly proficient in using the Microsoft Office Suite (Word, Excel, Power point, and Outlook).
• Work is performed in-office and on-site and involves some physical exertion during visits and inspection of units and developments and the Property Manager must be able to travel to meetings, conferences and workshops locally and in other cities.
• Must have dependable and reliable transportation.
• May be required to lift files or other items weighing up to 30 pounds.
• Work involves the normal risks and discomforts associated with an office environment and visits to outdoor developments, sites, dwellings or facilities, inspections of structures and the potential for opposition with applicants and residents.
• Normally, the employee is required to work Monday through Thursday but is on -call 24/7 and on occasions may be assigned to work in the evenings, weekends and on Holidays.
• Must have a valid Georgia Driver's License.
• Must be eligible for coverage under the Housing Authority's fleet auto insurance.