Property Manager

Job Description: Formed in 2007, Advantix Development Corporation serves as the not-for-profit development instrument of the Evansville Housing Authority. Its mission is to own, operate, acquire and develop housing for low to moderate income families. Since 2007, Advantix has served as developer, and general contractor for both 4% and 9% Low Income Housing Tax Credit development projects. Advantix works with local jurisdictions to develop several types of affordable housing in Indiana and surrounding areas. Currently, Advantix operates approximately 1000 units of affordable housing in Indiana. Providing quality affordable housing opportunities, improving the communities in which we work, and building strong local partnerships are the primary focuses of the Advantix Development Corporation. SUMMARY The primary purpose of this position is to provide daily oversight of the operation of the assigned tenant occupied building(s). The Property Manager is responsible for assuring that their assigned property(s) operate in an efficient and cost-effective manner while ensuring that all regulatory requirements (LIHTC, local, State, and Federal) are adhered to in all facets of property management, tenancy, and operations. All activities must support Advantix’s strategic goals and objectives and produce results that accomplish the goals of the overall organization. ESSENTIAL JOB FUNCTIONS Primary areas of responsibility and tasks that may typically be expected include but are not limited to: Maintaining the Physical Assets Coordinates maintenance-related activities with on-site assigned maintenance personnel, groundskeeper personnel and central maintenance staff. Completes quarterly unit inspections for all units. Accompanies Pest Control Agent on all inspections. Confirms that all vacant units/areas are ready for lease-up. Conducts daily inspections of the grounds, interior hallways, all common hallways, and common areas by daily driving and walking of the property. Makes requests/recommendations for physical repairs and/or replacements. Conducts ground/building inspections for improved risk management, notes problems requiring corrective action and reports to the Regional Manager and Facilities Director. Walks the property regularly to inspect for cleanliness and curb appeal. Lease-Up ActivitiesNotifies Regional Property Manager and Facilities Department of any notices of intent to vacate or units found to have been vacated without notice. Monitors unit turnaround time and makes recommendations to decrease vacancy loss. Conducts joint management, maintenance inspection on units that turned over. Conducts all move-ins for the site. Conducts joint owner-tenant move-in inspection noting any deficiencies. Immediately forward repairs to on-site assigned maintenance personnel and/or central maintenance so that corrective action can be taken within five (5) days of tenant move-in. Conducts follow-up inspection to determine timelines and quality of such repairs. Makes recommendations that will improve property marketing and lease-up efforts. Determine Program Eligibility Ensures third party verifications are completed in a timely manner. Assists applicants in completing applications for LIHTC and Project Based/Section 8. Reviews applications for completeness and required signatures. Inputs all applications on the computer and affixes the tenant number to the application. Determines applicant eligibility for the waiting list. Verifies references when applicable. Explains all program information and regulations, eligibility criteria and waiting list procedures in such a manner that all information is understandable to the client. Educates each applicant about data privacy requirements as legislated. Consistently provides residents, vendors, and employees with the highest quality of service and support. Rent Management ActivitiesMaintains effective resident relations. Provides and ensures that all on-site staff provide the best customer service possible. Establishes and maintains consistent rental collection practices, implement property rental collection program without modifications unless written approval to deviate is received. Supervises rent collection program by handling rent collections and delinquencies, late notices, and posting rents. Generates and issues 10-day Notices of Lease Termination for Non-Payment of Rent. Issues delinquent rent notices as prescribed in property’s policy; takes appropriate follow-up actions. Confirms daily receipts; makes rent deposits daily. Makes recommendations to the Regional Property Manager on how to increase overall and site-specific rent collection. Conducts intake collection activity on vacated accounts. Financial Reporting and Control Activities Maintains comprehensive records to account for all supplies needed both on-site and in office. Conducts proper and timely requisition of supplies needed. Executes preparation of monthly income/expense reports. Executes preparation of anticipated annual budget allocation to be submitted to the Senior Asset Manager. Maintains inventory controls of all equipment and supplies assigned to the site. Makes recommendations for more efficient use of allocated funds. Administrative Management Activities Consistently provides residents, vendors, and employees with the highest quality of service and support. Regularly communicates with tenants as a group on an as-needed basis. Prepares monthly calendars and newsletters for distribution to the tenants. Assists in organizing activities for the tenants. Addresses and resolves any emergencies that arise. Maintains proper files and records. Maintains tenant files and records. Maintains confidentiality regarding tenants and their records. Conducts interim/annual re-examination of family circumstances. Participates in regular staff meetings, as well as problem-solving meetings. Plans the work of subordinate staff independently. Supervises and review daily activities of subordinate staff. Prepares weekly/monthly reports of site activities/problems. Establishes office procedures with approval of Senior Regional Manager. Confers with Senior Regional Manager and Staff Attorney on all planned evictions, lease violations and with Senior Asset Manager on specific arrangements to re-certify and provide documentation as requested. Appears in Court for site evictions and follow-up court appearances. Assures twenty-four (24) hour emergency service. Maintains effective communication with site on a twenty-four (24) hour on-call status. Investigates possible lease violations, including but not limited to, suspected fraud, program abuse, criminal activity and drug-related criminal activity and compile documentation for review by the Regional Property Manager and Staff Attorney. Ensures site staff does not violate applicable Data Privacy Laws. Conducts annual performance evaluations of subordinates. Ensures OSHA requirements are met by site staff. Monitors use of site space utilized by human service providers. Provides data and input as requested by Regional Property Manager and other department heads. Maintains responsibility for all job assignments and supervision of designated on-site staff, explaining on-site staff/employee duties and responsibilities and informing operating on-site staff of policies and procedures. Delegates certain duties to key employees with the understanding that such delegation must be approved by the Regional Property Manager and the nature of the assignment is considered secondary; the Property Manager’s obligation is always primary. Generates, types, and mails out letters of “Request for Charges Due” with a copy forwarded to the Finance Department. Quickly and fully implement directives from Company staff and corporate headquarters. Budget Authority Outlines annual budget for development site(s). Reviews expenses and assists in the preparation of annual budget requirements. Performs other related duties as assigned and/or required. BEHAVIORAL COMPETENCIES Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with sensitive topics and/or irate customers. Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity. Uses appropriate judgment & decision making in accordance with level of responsibility. Customer Service: Understands that all employees have external and/or internal customers that they provide services and information to; honors all the organization’s commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service. Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others. Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains friendly demeanor; values the contributions of others. Results Orientation: Consistently delivers required results; sets and achieves achievable, consistently complies with quality standards and meets deadlines; maintains focus on organizational goals. Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the organization to maintain the public’s trust. Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions. EDUCATION, EXPERIENCE AND/OR CERTIFICATIONFour (4) years in an approved higher educational institute it preferred. Minimum of three (3) years of property management experience required, preferably within project-based section 8/tax credit residential properties. Two (2) years of supervisory responsibility is required. CAM certification strongly preferred. Strong knowledge of LIHTC regulations preferred, as well as Yardi and Rent Café experience. An equivalent combination of education and experience may be considered. Possession of valid Indiana Driver’s License. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. JOB COMPETENCIES:Ability to advocate, organize and problem solve.Knowledge prioritizing work assignments.Knowledge of determining which activities are to be delegated.Must have excellent reading and communication (oral and writing) skills and must make significant mathematical calculations.Ability to work flexible hours and available on a twenty-four (24) hour on-call basis.Must be resident oriented and possess an understanding and tactful attitude with applicants and residents of affordable housing.Must have comprehensive knowledge of property management principles and practices and have thorough knowledge of LIHTC regulations and project-based Section 8/Tax Credit residential properties.Must be able to work independently, organize tasks, manage time, and prioritize projects.Strong time management, follow-up, administrative and organizational skills.Must be adept in greeting, meeting, and responding to the public.Must be familiar with the duties of other personnel to direct and evaluate them in the performance of their duties. COMPUTER AND ADMINISTRATIVE SKILLS To perform this job successfully, an individual should have average abilities using computer software such as MS Word, and Outlook and should be capable of using internet resources for research and developing reports. Proficient in operating and troubleshooting personal and laptop computers. Ability to learn other computer software programs as required by assigned tasks. 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 may be made to enable individuals with disabilities to perform the essential functions. The employee’s job is intermittently sedentary. Will use some repetitive motion of hand-wrist in using computers. Must have normal range of vision to complete paperwork and review documentation; hearing and speech to communicate with executives, employees, co-workers, vendors, contractors, company representatives, etc., on the telephone and/or in person on a frequent basis. Work involves the normal risks or discomforts associated with an office environment. Possibility of violent behavior from program candidates/clients and angry and disgruntled past and present clients.