Property Manager - Lonsdale

Description

SUMMARY

Under the supervision of the Housing Operations Director, the Property Manager is responsible for managing all aspects of a residential community. Responsibilities include oversight of the community’s marketing, leasing, legal, financial and administrative functions. The community may have a mix of market rate/workforce units, Low Income Public Housing (LIPH), Low Income Housing Tax Credit (LIHTC) units and/or Project Based Rental Assistance (PBRA). The site must comply with all company policies and relevant laws and regulations. This position operates within and contributes to an environment in compliance with Fair Housing laws and Equal Employment Opportunity.

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Property Manager supervises staff including the following classifications: Assistant Property Manager, Maintenance Supervisor, Leasing and Occupancy Specialist, Activity Specialist, and/or Supportive Services Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. 

• Supervises staff including: assigning, planning, and reviewing work, managing attendance, approving time, evaluating work performance, providing feedback, completing performance evaluations, coordinating activities, maintaining standards, allocating staff, selecting new employees, training staff, addressing employee performance concerns, administering discipline, ensuring staff compliance with laws, regulations, rules, policies, and procedures.
• Drives around the property daily in the morning and evening to monitor appearance. Evaluates the overall appearance of the community (vehicles, buildings, landscaping, etc.) and acts to improve curb appeal. Ensures REAC score of at least 85; writes plan to increase score to acceptable level.
• Conducts property inspections and takes appropriate actions to ensure that the physical aspects of the property, grounds, buildings, and amenities meet standards for safety, cleanliness, general appearance and appeal.  
• Manages accounts receivable after the 10th of the month.
• Reviews reports and acts on the information to ensure the community’s revenue and occupancy goals are met.
• Reviews daily vacant unit reports and verifies them by walking through the property at least once a week.
• Reviews work order and unit turnaround reports at least once a week and works with the Maintenance Supervisor to correct deficiencies.
• Reviews all resident police reports and ask for one strike evictions and additions to no trespass list as appropriate. Assigns conferences with residents to appropriate staff.
• Reviews and assign legal duties to appropriate staff and determines who goes to court.
• Oversees all leasing activities to ensure prospective residents are engaged by staff and are appropriately qualified for occupancy.
• Oversees leasing activities and conducts quality control inspections to ensure compliance with HUD regulations and KCDC policies and procedures. 
• Conducts lease signing meetings to ensure consistency with communicating resident responsibilities with emphasis on items highlighted on the lease.
• Works with Regulatory and Compliance staff to establish and implement competitive rent standards and rent rates to maximize occupancy and net operating income on market rate units and ensure that LIHTC rents follow State and Federal requirements.
• Conducts all 30-day new move-in visits.
• Conducts and documents all move-out inspections; approves all move-out charges.  
• Oversees management of the waiting list and closes the waiting list in accordance with related regulations.
• Provides excellent customer service to internal and external customers.
• Follows approved processes and procedures and makes recommendations for improvements.  
• Enters information in the property management software (Yardi) and monitors data entry by staff to ensure entries are accurate and timely.
• Coordinates with the Maintenance Supervisor to ensure work orders are completed timely and meet company standards. 
• Conducts digital and print marketing activities for demographic diversity according to Tenant Selection Assignment Plan, to attract new residents and promote a positive image of the property. 
• Audits re-exams on a quarterly basis.
• Addresses routine and serious resident concerns and works with Regulatory and Compliance on Fair Housing Requirements. 
• Requisitions goods and services as required in accordance with KCDC procedures.
• Reviews Inventory Loss Reports from Purchasing as needed.
• Monitors property-level spending and reduces spending as necessary to keep the property within budget.
• Request budgeted and emergency contractor services and monitor contractors to ensure work is performed as stated in the contracts. 
• Drafts an annual budget for the property including reviewing marketing plans, setting physical and financial goals for the property.  
• Attends Resident Association meetings and bring additional staff as appropriate.
• Plans and implements events and services for residents to improve satisfaction and increase retention.
• Prepares regular and special reports for the senior management staff and others as directed.
• Develops and strengthens relationships with community agencies, public organizations, law enforcement, local, state, and federal governments, social services agencies, etc. to improve services available to residents. 
• Maintains off-duty availability via KCDC-provided cell phone.
• Must be available to work a modified weekly schedule and Saturdays as scheduled.
• Performs other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of and ability to apply the principles and practices of effective supervision.
• Knowledge of and ability to apply residential property management principles, methods, and practices.
• Knowledge of housing programs such as low-income public housing, project based rental assistance, tax credits, and market rate. 
• Knowledge of the principles and practices for effectively marketing residential apartments.
• Knowledge of policies and procedures, federal and state laws and regulations related to property management. 
• Knowledge of REAC standards and the methods, techniques, and practices of building maintenance and repair. 
• Knowledge of hazards and safety precautions including Occupational Safety and Health Administration (OSHA), Tennessee Occupational Safety and Health Administration (TOSHA) guidelines and REAC standards
• Knowledge of and ability to conduct unit, site, and common area inspections in accordance with HUD requirements.  
• Knowledge of human behavior and social interaction as they relate to resident issues. 
• Ability to read and understand contracts, laws, and regulations related to property management.
• Proficient in the use of MS Office Suite (Outlook, Excel, Word and PowerPoint), property management software, and human resources information systems.
• Ability to provide excellent service to internal and external customers. 
• Ability to read and understand contracts, laws, and regulations related to property management.
• Ability to prepare and present clear and accurate reports to diverse audiences. 
• Ability to effectively communicate in written and spoken forms.
• Ability to train employees on organizational policies, rules regulations, and procedures.
• Ability to establish, monitor, and achieve objectives by delegating assignments.
• Ability explain organizational policies, rules regulations, and procedures.
• Ability to establish and maintain effective working relationships with superiors, subordinate employees, representatives of social agencies and civic groups, law enforcement officials, residents, and the general public. 
• Ability to speak and understand Spanish, is desired.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Problem Solving and Analysis: Systematically identifies, analyzes and resolves existing and anticipated problems in order to reach optimum solutions in a timely manner.

Program and Project Management: Plans, manages, and evaluates specific activities in order to deliver the desired outputs.

Strategic Capability and Leadership: Provides mission, sets direction, and inspires others to deliver on the organizational mandate. Manages performance by providing regular feedback and reinforcement. Decisions are based on ethical and social responsible principles.

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

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 of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

Bachelor's Degree in business administration, public administration, social science, or related field and a minimum of four (4) years of experience in residential property management. Must hold or obtain within one year of hire the Professional of Occupancy Certification (CPO), Occupancy Specialist (COS) Certification, or Bended Occupancy Specialist Certification. An equivalent combination of education and experience may be considered.

Must be proficient in the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.

Preference may be given to applicants who are proficient using Yardi Voyager housing management software and/or hold the professional certification(s) needed.

CERTIFICATES, LICENSES, AND REGISTRATIONS

Must have a Tennessee driver's license and ability to be insured under the Authority’s policy.

Must hold or obtain within one year of hire the Professional of Occupancy Certification (CPO), Occupancy Specialist (COS) Certification, or Bended Occupancy Specialist Certification.  

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.

To perform this job successfully, the employee is required to remain in a stationary position and walk around property grounds and buildings to inspect and manage the property. Daily movements include sitting; standing; reaching and grasping; moving about the properties; and attending onsite meetings and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must regularly transport up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position works at a residential apartment community. Duties are performed inside and outside exposing the employee to a range in temperatures and weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with external contractors.