Assistant Manager (754)

Job Description: Job Title: Assistant Manager Actively supports Eden’s mission of creating and sustaining high-quality affordable housing communities that advance equity and opportunity for all. POSITION SUMMARY Within established management operating and fiscal policy, the Assistant Manager assists the Community Manager in managing the day-to-day activities of operating and maintaining facilities and equipment in housing projects designed to provide low-income families, seniors, special users, or other eligible individuals with furnished or unfurnished housing in single or multi-unit dwellings by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES Under general supervision of the Community Manager:Orders office supplies.Schedules maintenance repairs, generates and files completed work orders and follows-up, as appropriate.Assists in resident move-in/out procedures and unit inspections.Maintains wait list and processes applications in conformance with compliance regulations and EHMI policies; explains entire move in procedures.Collects rent and accounts for monies collected; performs daily bank deposits, as needed.Answers telephone and handle office interactions in a friendly, courteous and sincere manner.Sorts and distributes inner office mail.Prepares recertifications of residents by interviewing residents, obtaining appropriate documentation and completing worksheets. Submits worksheets to manager or Property Supervisor for approval.Compiles and maintains accurate written records of residents (e.g., Emergency Information, Incident Reports, etc.). Maintains resident files in a neat and orderly manner according to EHMI standard policies.Refers applicants to alternative housing if all available units are occupied or if the Wait List is closed.Ensures consistent application of project rules and regulations.Ensures consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.Prepares Project Status Reports (PSR’s). Maintains a clean and well-organized office.Maintains a businesslike and professional appearance.Promotes harmonious relations among residents, housing personnel and persons of the community. Demonstrates enthusiasm and stamina for housing project and position. Represents project in business related matters to the residents and to the community at large. Sensitive to the housing philosophies of the owner/sponsor.Maintains congenial relationships with all residents and resident service coordinator/agencies, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements.Exercises common sense, good judgement, consistency, and self-control in day-to-day contact with residents and in other business-related matters.Demonstrates company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers.Actively participate in our culture of inclusivityMust have access to reliable transportation to travel during the business day to Eden properties, training sites and retail stores. EDUCATION and/or EXPERIENCE 6 months clerical/office experience or other related experience and/or training. PREFERRED SKILLS and/or ABILITIES Type professionally and accurately at a minimum of 40 wpm.Previous experience in property management a plusGeneral understanding of preventive and ongoing apartment maintenanceComputer literacy - PC hardware, YARDI software a plus.Proficient in word-processing and spreadsheet software (Word, Excel, Outlook).Self-starter, flexible, detail-oriented, and well organized. Ability to work independently and in a team environment.Experience working with diverse groups, i.e., staff, residents, outside contacts.Commitment to the companies’ goals and philosophy.Passionate about equitable housing. CERTIFICATES, LICENSES, REGISTRATIONS Experience with HUD or CTCAC properties a plus LANGUAGE, MATH & REASONING SKILLS Ability to read and interpret documents such as safety rules, governmental regulations, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of residents or employees of organization. Desirable second language skills may vary site by site. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to solve financial, maintenance and resident problems logically and creatively and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to recognize appropriate time to refer residents to Manager or Service Coordinator. Ability to interpret a variety of instructions furnished in written, oral, or schedule form. 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. 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 DESCRIPTION REVISION This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position. Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familiar status, national origin, or any other arbitrary basis Company Description: Actively supports Eden’s mission of creating and sustaining high-quality affordable housing communities that advance equity and opportunity for all. Department: Property Management Location: Varies Reports To: Property Supervisor FLSA Status: Non-Exempt Last Updated: December 31, 2023 Pay Grade: EHMI 10 POSITION SUMMARY Under the direction of the Property Supervisor. The Community Manager III is responsible for the overall operation of multiple sites or a single large property, meeting certain criteria, the day-to-day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained community within established management operating and fiscal policies and assuring compliance with all regulatory agencies and investors. This includes developing within the properties a supportive environment for all residents, assuring for all properties sound fiscal management, maintaining an acceptable occupancy level, maintaining clean, well-maintained building(s) and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and if applicable, working with a Board of Directors. The Community Manager III must relate well to people, must exercise good judgment and discretion in dealing with residents, visitors, vendors, and staff. The Community Manager III is required to provide leadership in developing multiple communities and in directing the staff. The Community Manager III is expected to facilitate a staff that functions as a team and is cooperative with each other, the residents, and visitors to each property under their supervision. The Community Manager III directly supervises two or more employees—up to and including Community Managers I & II, Assistant Managers, Maintenance Technicians, and Janitors--in accordance with Eden Housing’s policies and applicable laws. A Community Manager III who lives on-site will be responsible for performing the duties and responsibilities listed in the attached Night Manager job description that includes responding to all after-hours emergencies or building problems that arise. ESSENTIAL DUTIES AND RESPONSIBILITIES Physical Asset and Maintenance/Janitorial Management Supervises maintenance and janitorial staff, including any contract or temporary personnel working at the property. Supervises all vendors, contractors, and providers of service to the properties, whether paid or volunteer, to ensure completion and quality of product provided. Assists Facilities Coordinator to schedule personnel to be available for emergency maintenance. Supervises or performs the scheduling of routine maintenance and janitorial work. Completes regular follow up inspections or phone audits on maintenance and janitorial work to ensure quality control. Ensures adherence to preventative maintenance checklists by day, week, month, or year for maintenance personnel to perform, ensures the completion of tasks on the checklists, and ensures that all work is completed in a timely manner. Performs continual informal inspections of the properties to ensure they are being properly maintained and that mechanical devices are in working order, and that the environment is safe and attractive. Performs quarterly safety inspections in compliance with OSHA laws. Inspects exterior and interior common areas of the properties weekly using approved checklist. Performs annual or more frequent inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance chargebacks to residents. Ensures all vacant apartment turnover procedures are followed, and that turnovers are accomplished within a timeframe and manner consistent with Eden Housing standards, and in accordance with budgetary goals and limitations. Reviews completed and outstanding work orders daily. Ensures the work orders are completed in a timely manner and closed properly in Yardi, consistent with Eden policies and procedures. In conjunction with Facilities, prepares list of capital replacements required or anticipated, when applicable, and submits to Property Supervisor in advance of budget preparation. Prepares inventory of building contents, tools and equipment annually or as requested, and forwards to Property Supervisor for review. In conjunction with Facilities, bids out and selects contract services, negotiates vendor service agreements, and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement under the supervision of the Property Supervisor. Ensures adherence of the building and its contents to all applicable municipal and fire codes. Obtains permits, as required. Prepares written recommendations for physical repairs and/or replacements, improvements, supplies, material, and equipment to Property Supervisor. Utilizes the HD Supply app on the company cell phone to access the Material Safety Data Sheets, as well as other safety related inspections and reports. Ensures adherence to all maintenance requirements of Eden Housing. Marketing and Leasing Maintains full occupancy. Markets units by preparing advertising and marketing programs in compliance with federal, state, local and regulatory requirements. Makes recommendations to improve marketing and leasing programs. Assigns units in the order provided by the Waiting List and according to Eden Housing policy and procedures. Ensures the development and ongoing administration and maintenance of the waiting list is in compliance with federal, state, local, regulatory and Eden Housing requirements. Supervises all staff in the turnover of vacant rental units and ensure that properties comply with unit turnover timeframes policy. Reviews all completed rental applications and leases for accuracy and completeness, and for conformance to Eden Housing’s Resident Selection Policy. Conducts applicant interviews, obtains appropriate documentation to complete certifications, and verifies potential resident income. Takes deposits and rents in accordance with Eden Housing’s Resident Selection Policy. Performs background screenings on all potential applicants. Walks a vacant apartment when completed by maintenance personnel or vendors to ensure they are clean and ready to show. Weekly walks the properties to be sure the common areas, landscaping, laundry, etc. are in good condition. Supervises move-in and move-out procedures. Completes security deposit refund paperwork timely and according to policy. Conducts marketing and public relations tours during office hours or by appointment, as appropriate. Prepares regular market surveys, as requested. Prepares weekly Vacancy Reports, monthly Budget Variance Reports, Management Overview Reports, and ensures resident waiting lists are accurate and up to date at all times. Resident Management Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the properties and as directed by the Property Supervisor to enhance the sense of community at the properties and to enhance the public image of the properties. Promotes harmonious relations among residents, staff, vendors, and persons 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. Develops a sense of community among residents by maintaining good resident-to-resident relationships, staff-to resident relationships, staff-to-staff relationships, and nurturing positive interactions and activities at the properties. Ensures all site staff respond to all resident requests or complaints in a timely, efficient, and courteous manner. Receives work order repair requests, schedules repairs with maintenance staff, and follows up with the resident, for purposes of qu