Asset Management Administrator
- Expired: over a month ago. Applications are no longer accepted.
Title: Asset Management administrator
FLSA: Exempt (Salary)
General Description: Under the direction of the Sr. Director of Operations and Management Improvements, the incumbent of this position is responsible for managing the day to day to include the overall management of low income public housing, supervise daily operations collaboratively with the Asset Manager and Maintenance Supervisor, preparing for HUD inspections, preparing administrative reports related to PHAS, and carrying out AMP level operations in support of the compliance of the program; executing as necessary property management functions to assist in the achieving of high performing status of the low income housing program.
Reports to: Sr. Director of Operations and Management Improvements
Supervises: Asset Managers, Maintenance Supervisors, Housing Aides
An employee in this class may be called upon to perform any and all other tasks listed below. This list of examples does not include all of the tasks, which the employee may be asked to perform.
· Management of maintenance and upkeep of the property, including:
o Overseeing the development of the annual, monthly and weekly maintenance calendars upon which routine and preventive maintenance activities are scheduled and work orders issues;
o Walking the property to ensure compliance with UPCS/REAC standards;
o Inspecting vacant units
o Assist with UPCS inspections of each unit, documenting the results and correction all deficiencies, including workability of smoke alarms;
o Coordinating with the HUD UPCS inspector to ensure that all units are available for inspection and that all deficiencies noted are corrected within the HUD specified timeframes.
o Keeping and recording adequate stock and usage of stock/supplies
· Coordinating with admissions staff to ensure prompt leasing of ready units, including:
o Assist in ensuring units are ready for leasing and coordinating with Asset Manager and Leasing department
o Ensure compliance with all HUD, LIHTC regulations regarding entry into program
· Reporting, writing, and compiling:
o Providing reports regarding PHAS metrics
o Leasing goals
o Maintenance reports
· Maintaining the financial health of the property, including responsibilities for:
o Assist in preparing annual operating budget and revisions as needed:
o Maximizing the property’s income and minimizing expenditures consistent with HUD’s required standards by assessing expenditures, completing requisitions, and issuing purchase orders.
o Maintaining inventory control of all equipment, materials and supplies assigned to the site;
o Preparing or reviewing HUD financial reports as required.
· Administrative management activities include, but are not necessarily limited to:
o Independently plan the work of subordinate staff.
- Prepare weekly/monthly reports of site activities /problems.
- Maintain effective communication with site/residents on a twenty-four (24) hour on-call status.
· Ensuring performance under HUD’s assessment system indicators:
o Physical condition of the units, buildings and systems;
- Financial condition of the property;
- Management performance of the property
- Resident satisfaction.
- Carrying out the work of the property in a manner that complies with all applicable Federal State and local laws, regulations, and IHC policies and procedures related to:
o Civil and Disability rights;
- Fair labor standards practices;
- Procurement of goods and services;
- Rental integrity
- OSHA standards
- Data privacy laws.
- Managing, directing, controlling, monitoring and evaluation the performance of staff and vendor production to ensure compliance with the Personnel Policy and Vendor performance contract terms:
o Organizing, scheduling, supervising and monitoring the quality and quantity of work of the site staff;
o Training staff as required.
o Participate in regular staff meetings, as well as problem-solving meetings.
- Working with residents to ensure that they receive accurate and timely information, including:
o Attending Resident Council meetings when invited;
o Supporting Resident Council initiatives;
o When available, providing funding for Resident Council activities;
o Meeting with residents on request;
· Taking part in the capital planning and redevelopment process, including:
o Obtaining recommendations from staff about capital work needed and priorities for such work;
o Participation in the development of the annual capital plan;
- Working with staff in carrying out capital work at the properties (including, for example, obtaining access to occupied units);
- Inspecting and signing off on capital work at the property prior to recommending final payment of contractors.
- Ensuring the safety and security of the site(s).
o Dealing promptly with any hazardous situations to prevent accidents;
- Enforcing the lease for violations of the bans on criminal activity and drug related criminal activity;
- Coordinating with local law enforcement to prevent crimes and enforce the law;
· Submitting periodic reports to the Sr. Director of Operations and Management covering such areas as:
o Recertification reports/goals
o LIHTC compliance reports
o Management goals
· Perform other duties as assigned.
Required Knowledge, Skills and Abilities:
- Working knowledge of HUD 24 CFR’s, and Public Housing eligibility requirements, HUD 4350.3 and Section 42 Internal Revenue Code - LIHTC Compliance related to affordable housing management.
- Knowledge of HQS, Public Housing UPCS and REAC Inspection requirements, ability to monitor inspections and train site staff in same.
- Ability to make mathematical computations quickly and accurately; maintain clear and accurate records; ability to compose reports and presentations for superiors and other parties to communicate ideas clearly.
- Prepares a monthly Management Information Systems report which reflects the IHCs, LIHTC, or other program position relative to applicable measurement that result in scoring or funding outcomes.
- Ability to analyze organizational needs, requirements, prepare recommendations and train staff as needed. Ability to coordinate the work of departmental staff and delegate responsibilities effectively.
- Working knowledge of administrative procedures and equipment; strong computer skills, strong skills in oral and written communication.
- Considerable knowledge of research techniques, information resources, information evaluation and reporting techniques including processes and/or forms for correct implementation (HUD and LIHTC Regulatory Compliance).
- Working knowledge of MI State Housing Finance and HUD Management Review processes. Familiarity with IHC’s evaluation processes in support of the Public Housing, Finance and Construction Services.
- Ability to exercise judgment, tact and diplomacy; ability to develop and maintain effective working relationship with commissioners, associates, employees, representatives of other organizations, regulatory agencies and the general public.
· Strong work habits that include setting priorities and planning strategies; setting a positive example for other IHC staff.
Qualifications, Knowledge and Skills:
- Bachelor’s Degree in Business, Public Administration, or a related field from an accredited college or university.
- Minimum 3 years or more years of progressive management and supervisory experience in a public housing program or related field. In absence of a Bachelor’s degree, (5) years of experience in public housing/affordable housing, or a combination of education and experience
- Ability to work flexible hours and available on a twenty-four (24) hour on-call basis.
- Must have Rent Calculation and Uniform Physical Condition Standards (UPCS) certifications or be able to receive certifications within twelve (12) months of employment.
- Extensive knowledge of federal, state, and local laws, rules, and regulations pertaining to low income housing including knowledge of Housing Authority programs.
- Demonstrated ability to develop and supervise a team.
- Knowledge of principles, practices and techniques of project and financial management, budgeting, data processing and landlord/tenant lease enforcement.
- Knowledge of housing quality standards and maintenance of facilities including vendors and contractors accountability of work.
- Ability to effectively plan, direct, and supervise the work of others, delegate responsibility and authority, and hold others accountable for tasks assigned. Operate within departmental budget.
- Excellent interpersonal skills communicating clearly, effectively, and concisely both orally and in writing.
- Valid driver’s license in good standing; Eligible for coverage under the PHA fleet auto insurance.
- Tax Credit Certification preferred.
- Certified Property Manager® (CPM) Certification preferred.
- Property Management Certification in accordance with HUD guidelines within 1year of employment.
- Uniform Physical Code Standards Certification within 1 year of employment
- Proficient user of modern office equipment and computer applications as related to the work.
Materials and Equipment Used:
Personal Computer, Calculator, General Office Equipment, Cell phone
Work Environment and Physical Demands
The 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 could be made to enable individuals with disabilities to perform the essential functions.
Work is performed in a normal office environment with regular exposure to outdoor temperatures, dirt and dust. These environmental characteristics are representative of those an employee encounters while performing the essential functions of this job. Often involves visits to outdoor developments, sites, dwellings or facilities. The noise level in the work environment is usually moderate.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear. The employee is occasionally required to stand, walk, and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to ten (10) pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Must acknowledge and agree to maintain a drug-free workplace as a condition of employment with Inkster Housing Commission.
This is an at-will position, with no tenure vested. Continued employment is at the discretion of the hiring body of the Commission and based upon employee performance and compliance with IHC policies and procedure.
Inkster Housing Commission reserves the right to change or alter this job description based on regulation changes and/or the business needs of the Commission.
Inkster Housing Commission
4500 Inkster RoadInkster, MI
Finance and Insurance
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