Assistant Property Manager
Department: Blue Horizon Property Management, Inc.
Job Code 1168
Closing Date June 15, 2018
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1. Reviews and monitors Tenant Account Receivable (TAR) report and carries out the accounts receivable/rent review and collection process in a timely manner. Accepts rental payments and processes in accordance with Authority procedures. Follows up on delinquencies by arranging late payment agreements, collecting rent in person, scheduling grievance hearings, or initiating the eviction process as appropriate. Testifies in court as necessary.
2. Processes all accounts receivable billing (rents, work order charges, misc. charges, lock out charges, etc.).
3. Meets with prospective residents, identifies their housing needs, and interviews them to determine eligibility based on established criteria.
4. Checks all applicants through Enterprise Income Verification System (EIV).
5. Shows vacant units to prospective residents, assists in processing applications, quotes prices, describes features, discusses terms of lease, and communicates property and community amenities and available neighborhood services.
6. Maintains quality control on resident records and files to ensure consistency and compliance with regulations and program requirements.
7. Processes move-outs in accordance with Authority policies and procedures, including conducting move-out inspections and exit interviews, prorating of rent, calculating applicable charges, recommending retention or return of security deposit if applicable, and tracking and closing resident files.
8. Coordinates the proper disposition of all paperwork relating to renting or vacating housing units in accordance with established procedures.
9. Coordinates preventative maintenance program by identifying repairs and upgrades needed, assessing damages, reporting maintenance repairs and upgrades needed to maintenance personnel, and performing weekly walk-by inspections of building and grounds to identify and resolve unsafe or unsatisfactory conditions requiring maintenance.
10. Receives calls from residents and/or property manager requesting maintenance services and determines whether the nature of the work orders are of an urgent, emergency, or a routine nature. Prioritizes by categories, enters data into computerized system, and routes to appropriate maintenance personnel
11. Maintains a complete and accurate daily log tracking work orders generated, closed, and in progress, and updates status of all pending work orders. Maintain complete and accurate work order files for each unit.
12. Conducts annual customer service and follow-up housekeeping inspections. Performs move-in inspections.
13. Assists in developing and implementing plans for advertising to increase the number of applicants on the waiting list and to attract a greater number of eligible and desirable tenants. Assists in writing advertisements if needed, obtaining prices, and placing advertisements in the appropriate publications for best exposure for the community.
14. Acts as liaison with resident associations, assesses residents’ concerns, assists in informing residents of policy changes, and may assist in development of resident activities, making suggestions for improved participation in resident activities and implementation of resident incentive programs.
15. Refers residents to the client services department when indicated and cooperates with service providers. Recruits and works with groups and agencies capable of rendering pertinent assistance to residents. Works closely with other Authority departments in coordination of efforts to ensure that residents receive available services.
16. Monitors resident compliance with lease provisions, reports instances of resident fraud and abuse to deter and/or prevent same, investigates and documents violations, advises Property Manager as appropriate, and communicates required remedies to residents.
17. Coordinates vacancy preparation and maintenance projects and ensuring Uniform Physical Conditions Standards (UPCS) inspections and necessary repairs are completed.
18. Completes initial re-certification process as needed.
19. Acts as Property Manager in his/her absence.
20. Generates required reports in an accurate and timely manner, providing support documentation as appropriate.
21. Attends the monthly Quality Circle meeting if the Property Manager is unavailable.
22. Reviews and keeps updated on all applicable rules and regulations concerning housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Authority rules, regulations, and administrative plan.
23. Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
24. Performs other duties as assigned.
Education and Experience
High School Diploma or GED required. Associate’s degree in Social Work, Public Administration, Business Administration or closely related field from an accredited college or university desired. One (1) year clerical or property management experience, or an equivalent combination of education, training, and experience.
The following Certification(s) must be obtained within twelve (12) months of employment or other allowable period of hire as authorized by the Executive Vice President for Real Estate Management:
- Accredited Residential Manager
- Enterprise Income Verification System (EIV)
- Fair Housing
- Tax Credit (NCP, C3P or equivalent) if applicable
- HCV Rent Calculation
Knowledge and Skills
1. Thorough knowledge of Authority operating policies and procedures; principles, practices and techniques, HUD regulations pertaining to low-rent housing; and services available through local social service agencies.
2. Good knowledge of leasing agreement procedures, recertification process, public housing standards, and housing quality standards inspections.
3. Thorough knowledge and experience in a housing assistance program or social services field.
4. General knowledge of Landlord Law, procurement regulations, and OSHA requirements.
5. Ability to accurately and completely document in writing appropriate events and activities.
6. Ability to read and comprehend relatively complex material.
7. Ability to establish and maintain effective working relationships with co-workers, and persons outside the Authority.
8. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Authority policies and procedures.
9. Ability to interview and counsel residents and deal effectively with situations that require tact and diplomacy, yet firmness.
10. Capable of managing competing demands and meeting productivity standards while handling frequent change, delays, and unexpected events.
11. Ability to prepare clear and concise narrative and statistical reports.
12. Ability to operate appropriate Authority computer equipment and software packages.
13. Ability to communicate clearly, concisely, orally and in writing.
The Assistant Property Manager receives instructions from and is accountable to the Property Manager. The employee receives specific instructions regarding areas with which the employee is not familiar, priorities, deadlines, when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. In familiar, regularly occurring duties, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee's work is reviewed regularly and closely for accuracy, timeliness, and conformity to organizational policies, federal, state, and local regulations and attainment of objectives.
The employee performs routine duties by following established policies and procedures, applicable reference materials, published laws, regulations, handbooks, and training materials. These guidelines cover most job-related situations. The employee may require guidance from the supervisor in situations not covered by existing guidelines, but has reasonable latitude in the performance of customary duties.
The employee performs routine duties following established and specific Authority policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and management of staff using personal judgement based on prior experience.
Scope and Effect
Assistant Property Managers are key employees in the management and operation of Affordable, Commercial, and Public housing and their work affects residents, Authority profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the Authority’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.
1. Work is performed indoors and outdoors and involves physical exertion which entails walking long distances, climbing stairs, carrying, and reaching. May also frequently stand for long periods at a time. Requires the ability to effectively deal with on-call after-hours emergencies.
2. Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
3. Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).
4. Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
5. Must have vision and hearing corrected to be able to perform essential job functions.
6. Must be able to work around various fumes, odors, and dusts.
7. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
8. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.
Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality