Job Abstract

Position Summary

The Regional Manager is responsible for the operations of an assigned portfolio. The focus will be on achieving company objectives, compliance with affordable housing guidelines, and providing financial oversight of an assigned portfolio. Emphasis on maintaining the physical asset, providing a quality living environment for residents, and establishing a positive, productive working relationship with community team members. The Regional Manager ensures all property management personnel are fully supported, trained, adhering, to Abode’s operational, and compliance procedures. The position requires supervisory responsibility for Community Managers in assigned portfolio with indirect oversight of office staff and maintenance on-site team members includes hiring, training, supervision, and corrective measures.

Core Competencies for this role:

• Leading and Supervising: Provides others with a clear direction; Motivates and empowers others; delegates work appropriately; Recruits staff of a high caliber; Provides staff with development opportunities and coaching; Sets appropriate standards of behavior.

• Planning & Organizing: Sets clearly defined objectives; Plans activities and projects well in advance and takes account of possible changing circumstances; Manages time effectively; Identifies and organizes resources needed to accomplish tasks; Monitors performance against deadlines and milestones.
• Working with People: Demonstrates an interest in and understanding of others; Adapts to the team and builds team spirit; Recognizes and rewards the contribution of others; Listens, consults others and communicates proactively; Supports and cares for others; Develops and openly communicates self-insight.
• Applying Expertise: Applies specialist and detailed technical expertise; Develops job knowledge and expertise through continual professional development; Shares expertise and knowledge with others; Uses technology to achieve work objectives; Demonstrates an understanding of different organisational departments and functions.

Primary Responsibilities & Accountabilities
(Key duties or essential priorities for fulfilling the job’s purpose)

Operations

• Oversee overall operations of assigned portfolio.
• Implement Abode’s Regional Manager Blueprint tool to help achieve goals and successfully manage the portfolio. The goal is to have consistent management at all Abode communities.
• Ensure housing compliance at each community is maintained with all applicable regulatory, federal, and state agency requirements.
• Provide financial oversight of the properties, including drafting operating budgets, 5-year capital improvement plans, and monitoring monthly financials to assess performance against budgets. Address budget variances exceeding 5% swiftly.
• Conduct quarterly variance analysis on time understanding property specific and portfolio wide trends.
• Oversee revenue collection in assigned portfolio including delinquency follow up to ensure rent is being collected, monitor collections company to address balances at move-out, and follow up on loss of subsidy/ abatement concerns. Work with Asset Management to increase revenue collections.
• Uphold rent growth in the portfolio. Work with Compliance to ensure rent increases and gross rent changes occur annually.
• Work in conjunction with the Director and SVP of Property Management to recommend, develop, and implement polices/ procedures related to property management operations.
• Maintain occupancy level of 98% or higher at each community through effective team motivation, keeping informed of waitlist conditions, monitoring hopper files, and advertising following the Fair Housing Marketing plan. Goal is to be proactive and not exceed 10 days vacancy.
• Monitor and manage waitlist to minimize vacancies. Periodic Assessment to be sent 60 to 90 days after recertifications.
• Monitor compliance with Hopper file policy. Each community must have 3 approved Hopper files per apartment size. Monthly reports to be submitted on time to Compliance.
• Verify compliance with lease files, accurate completion of applications, income verifications, asset verifications, and other related paperwork. Focus on efficiency of file submissions with limited corrections.
• Support quality control by ensuring community staff is accurately recording all transactions immediately in Boston Post/MRI including waitlist applicants, move-ins, move-outs, and recertifications.
• Monitor unit turn process on vacancies. Units are to be turned in 5 days or less meeting Abode standards.
• Monitor annual recertifications ensure timely completion 30-Days before effective date. Paperwork must follow Abode’s affordable requirements.
• Direct sites to perform annual unit inspections 60-90 days after effective date of annual recertification and repair deficiencies in a timely manner. Each property must meet physical standards set by Abode, REAC, city, and state agencies.
• Oversee preparation of audits and physical inspections required scores as outlined in Abode’s Property Management Operational Plan. Be hands on and ready for audits/ inspections.
• Resolve all findings. Must be resolved with thin established timelines not to exceed 30 days unless approved by the SVP of Property Management.
• Responsible for project management. In conjunction with the Maintenance Director prepare specifications for major planned projects, negotiate with contractors, inspect work for quality, ensure job is completed 100%, and confirmation final project is in line with approved budget. Address budget variances over approved budget swiftly.
• Monitor expenses in portfolio. Requisitions must be submitted before work begins, and timely approvals of invoices. Look for ways we can consolidate services for better pricing.
• Respond to resident complaints in a timely manner and provides problem resolutions. Uphold Abode’s grievance policy.
• Ensure sites respond to all reasonable accommodations timely and in accordance with Abode’s policy.
• Oversee Risk Management procedures for the portfolio, monitoring incidents and potential claims. As necessary, evaluate the need for additional risk management strategies and additional enhancements.
• Consult with legal counsel and Director and SVP of Property Management related to legal issues or matters; make recommendations on correspondence responses and implements procedures for compliance.
• Serve as community representative for all court proceedings including evictions and small claims cases.
• Evaluate and give direction during maintenance emergency situations at the community level to include afterhours response. Communicate situation and solutions to Director and Maintenance team to ensure prompt resolution.
• Ensure all sites are clean, well maintained, no health/safety issues, and immediately address risk management concerns.
• Meet deadlines as outlined in Abode’s Regional Manager Blueprint book.
• Follow up as needed on all aspects of operations.

Staff Supervision

• Supervise all Community Managers in assigned portfolio with indirect oversight of office staff and maintenance on-site team members including hiring, training, supervision, and corrective measures.
• Work closely with Community Managers, discussing maintenance issues, problems, and solutions concerning their property.
• Meet with staff individually and in group meetings to communicate information, company news, directives, and goals are mutually understood. Collaborate and receive feedback.
• Conduct a minimum of 3 site visits per week in assigned portfolio. Must visit each site no less than twice per month.
• Proactively identify staff needing additional training. Team members are to be fully supported, adhering to Abode’s operational, and compliance procedures. Work with Director and SVP of Property Management to develop and implement plans to improve performance.
• Support Abode’s timekeeping polices. Review direct reports timecards for accuracy and approve payroll on time.
• Create a productive and inclusive work environment where the team is excited. Make evident importance of each role with the team. Prioritizes team tasks appropriately.
• Encourage creative problem solving. Identify strengths of each team member and actively generates and support individual career development and acknowledges individual and team accomplishments.
• Carry out supervisory responsibilities in accordance with the Company’s policies and applicable state and federal laws.
• Work with onsite team members to ensure portfolio has coverage during sick and vacation requests.
• Support portfolio when positions are vacant.
• Ensure staff members participate in company-provided training such as fair housing, safety, non-discrimination, and harassment prevention.
• Ensures properties adheres to Abode Property Performance Standards.
• Develop and implement training programs for new hires and existing employees to follow operational requirements.
• Ensures employees are working towards achieving strategic goals and objectives established by Abode Communities.

Other Responsibilities

• Attend meetings outlined in Regional Manager Blueprint book.
• Stay current with federal, state, and local updates about various operational requirements.
• Provide written responses in a professional, timely manner.
• Responds to operational related questions from site staff and corporate personnel.
• Collaborate with various departments on special projects, trainings, and/or implementations.

Special projects as designated by Director, SVP or designee