Material Management Assistant Jobs in Virginia (NOW HIRING)

General Responsibilities

Assist the Property Manager in maintaining the physical asset and maximizing the financial returns from that asset in accordance with the owner?s objectives; Assist Property Manager and Regional Manager with special projects and administrative tasks.

Assist individual residents in obtaining services and benefits needed to maintain an independent lifestyle, including information and advocacy; Empower residents to meet their own needs through educational programs on community services or Social Security benefits; Implement new services or increase availability of existing services to meet the needs of residents; Address social and recreational needs of the senior community; and assist family members and the community in understanding the changing needs of seniors as they age.

Essential Duties

Assistant Property Manager Function

Maintain cordial and professional relationship with the following:

• All residents, ensuring consistent application of property policies.
• Other departments within the company, including accounting and human resources.
• Clients, the community, HUD federal, state and local governments, etc.
• Suppliers, vendors and professionals servicing the company or property.

A. Ensure the Physical wellbeing of the Property:

1. Supervise maintenance staff, including building maintenance manager, maintenance supervisor and any contract workers during property manager absence;
2. Supervise scheduling of maintenance work;
3. Supervise all vacant apartment make-ready procedures;
4. Make recommendations for physical repairs, replacements, and/or improvements;
5. Make recommendations for supplies, materials, and equipment;
6. Recommend expenditures within budget allocations;
7. Knowledge of Property Manager?s location always when they are absent from the office.

B. Tenant Management:

1. Ensure timely payment of rents;
2. Eliminate lost revenues due to vacancies;
3. Enforce evictions for non-payment of rent;
4. Prepare pre-close, and month-end reports for property manager review;
5. Exercise sound judgment regarding property expenditures.

C. Leasing, Move-in & Compliance:

1. Assist in preparation of weekly and monthly reports;
2. Provide for resident recruitment, selection, qualification, lease administration and apartment preparation for move-ins in accordance with corporate policies and procedures;
3. Ensure compliance with fair housing guidelines and HUD guidelines (where applicable);
4. Determine initial and continuing eligibility of applicants by gathering information, conducting thorough pre-move-in interviews, and perform calculations based on information collected in Compliance with HUD and company policies;
5. Prepare move-in certification package for the Compliance department to review and approve;
6. Schedule resident recertification interviews send /deliver certification notifications (120 days, 90 days, 60 days) in Compliance with HUD and company polices;
7. Meets with residents to complete the Resident Questionnaire and all verification forms; mail, email, or fax verification forms to third parties;
8. Completes certification file and enter in One Site; obtain residents signatures on a timely basis on various certification forms;
9. Enters correct information and complete accurate and timely 50059 for submission to HUD;
10. Process initial, annual, and interim recertifications, in addition to retroactive rent-calculations while conforming to HUD regulations guidelines;
11. Ensures compliance with all HUD and regulatory requirements related to the property?s funding sources;
12. Ensures that certification files meet regulations and company compliance procedures;
13. Prepares for and participates in management and occupancy reviews, internal and external file audits;
14. Respond timely to requests and inquiries from residents, applicant, and third parties, by phone, in person, and by written communications;
15. Maintains letters, documents, and transaction materials in client files per the file organization protocol;
16. Perform all residents? annual and interim recertifications in accordance with HUD guidelines;
17. Performs file audits, as requested;
18. Identify households with income reporting discrepancies and make rent-adjustments according to company EIV policy timely;
19. Accesses EIV/TRACS and maintains information as required;
20. Complete monthly EIV reports, maintain EIV bidders per company EIV policy;
21. Resolve EIV discrepancy within timeline described within EIV policy;
22. Keeps supervisor informed of all issues regarding delayed or late certification.

D. Administration:

1. Coordinate communication of information between the property and corporate office;
2. Perform any other duties that may be assigned by the Property Manager;
3. Implement HUD procedures, selection criteria, policy and is knowledgeable on issues pertaining to these;
4. Identify hazards and potential liabilities;
5. Friendly, helpful and considerate of all residents;
6. Serve as on-call representative providing evening, weekend and holiday emergency service;
7. Assist at other properties as assigned.

Resident Service Coordinator Function

• Establish a trusting relationship and confidentiality with residents individually and as a group.
• Maintain relationships with clients, the community, local and regional resources for support servicing.
• Maintain relationships with suppliers, vendors, and professionals servicing the company or Property.

1. Knowledge about the services available to residents and eligibility requirements for accessing those services,
2. Advocate for residents with other public and private community organizations and communicate the progress of the individual,
3. Attend monthly/quarterly training and meetings within and outside the company pertaining to resident services,
4. Development and coordination of volunteer service opportunities for frail and at-risk residents who need supportive services,
5. Development and coordination of volunteer service opportunities for community involvement with residents,
6. Educate property management team on issues related to aging in place and services coordination to better serve and assist the residents,
7. Educate residents in and assist in providing the services and resources available within the community,
8. Plan educational programs and activities for the residents to assist them in aging in place,
9. Friendly, helpful, and considerate to all residents/visitors,
10. Inform residents of existing and new services via mail, newsletters, and bulletin boards.
11. Transport residents to and from social, health and educational activities assigned using the property provided bus,
12. Accommodate and perform home visits for homebound residents,
13. Complete residential assessments based on the needs of the resident and maintain, and update secured resident files maintained in Service Coordinator?s office,
14. Complete HUD Semi-Annual Service Coordinator reports,
15. Complete monthly residential services report,
16. Maintain involvement and certification with AASC and any other Service Coordinator vendors affiliated with Quantum Real Estate Management LLC, AMO,
17. Perform any other duties that may be assigned by the Property Manager and Regional Manager.

Salary Range: $58k - $60k

Benefits: Health, Dental, Vision, Life & Disability Insurance, 401(k) with company matching, Paid time off.

At Quantum, we don’t just manage properties; we build communities. We are a premier residential property management company dedicated to managing high-quality affordable housing. Our diverse portfolio includes HUD, Section 8, and Low-Income Housing Tax Credit (LIHTC) properties.