Job Abstract

The Property Manager reports to the Regional Manager and is required to live on site.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Property Management

• Collect rents and maintain computer records according to Abode Communities’ procedures.
• Process rent adjustments in accordance with established procedures.
• Maintain compliance with Low-Income Housing Tax Credits by assuring all files are accurate and audited.
• Monitor expenses to ensure spending is within budgetary guidelines.
• Monitor and provide explanation of monthly variances for the property's budget.
• Post charges associated with work orders, late charges, etc. by entering them in computer and generating notices for residents.
• Follow-up delinquent accounts and pursue collections in accordance with established procedures.
• Promote Housing First principles by pro-actively working with tenants and supportive service staff to assure tenants are able to maintain their housing.
• Establish and maintain a waiting list per established procedures, ensuring that there are four applicant households per unit. If required, work with the appropriate referral agencies to ensure waiting list is maintained.
• Pro-actively market all units to low-income eligible households. If required, maintain regular communication with the appropriate referral agencies to ensure that eligible household applicants are available.
• Show vacant apartments utilizing professional marketing procedures and maintain a high level of continued occupancy by leasing property in a timely manner.
• Maintain tenant files and related documentation regarding continuing eligibility and adjustments.
• Verify eligibility according to property requirements, and utilizing Housing First principles, which may include checking references and other information on resident applications through Abode Communities’ approved credit and criminal investigative service.
• Complete rental agreements.
• Make daily deposits, if appropriate.
• Prepare reports in accordance with established procedures.
• Complete move-in and move-out reports, and send move-in and move-out packages to Regional Property Supervisor for filing and disbursement of security deposits.
• Address resident concerns in a timely professional manner. If appropriate, this should be done in collaboration with the service provider.
• Document and report all issues to Regional Property Supervisor and management, as appropriate.
• Send/post all notices regarding compliance of rules and regulations when a violation occurs.
• Issue purchase order numbers and track purchases from order through invoice utilizing Abode’s online purchasing system.
• Review invoices for correctness, accuracy, and proper coding.
• Complete and submit incident reports for all unusual events, especially those that may involve injury or damage.
• Maintain the property business office in a neat, orderly and business-like manner at all times with regularly scheduled office hours per established procedures.

Staff Supervision

• Interpret and apply personnel policies, departmental policies, and other policies and procedures for assigned staff.
• Train or assist in training other site personnel, if needed.
• Prepare and review performance appraisals and discuss with subordinates as appropriate.
• In collaboration with the Regional Property Supervisor, counsel employees regarding job performance and document in accordance with established procedures.
• Recommend disciplinary action, as needed.
• Assist and coordinate functions to assure a safe and productive work environment.
• Promote Abode’s mission and strategic plan by writing objectives into staff performance plan, if needed.

General Repair and Maintenance

• Oversee maintenance of the buildings, sites and community space to assure they are clean, inviting and safe.
• Oversee maintenance of the grounds, trash container areas, and common areas not allowing any trash or debris to accumulate.
• Oversee all work associated with the upkeep and maintenance of the grounds.
• Ensure all vacant apartments are cleaned immediately and made ready for showing and occupancy within six days after move-out.
• Log all resident complaints and dispatch maintenance personnel promptly.  Items covered under warranties should be reported to the appropriate maintenance companies and followed up for prompt repairs.
• Generate work orders in response to requests for repairs from residents, coordinate completion of repairs, and close out work orders in accordance with established procedures.
• Conduct daily property inspections, including move-in, housekeeping, and grounds in order to assure adherence to established standards.
• Maintain records of the status of assigned units, e.g. filled, vacant, anticipated vacancy, etc.
• Assist with security activities by communicating with security personnel, if appropriate, regarding specific problems.
• Be available either personally, or through other site personnel, for emergency calls.
• Maintain community-owned materials and tools in a neat and orderly manner at all times.
• Ensure maintenance staff maintains a neat and organized workshop area free of clutter and debris for these tools. Upon completion of a maintenance task, all tools and excess supplies shall be cleaned and stored properly.

Tenant Relations

• 1. Counsel residents who are not complying with the terms of the lease and concerning delinquent payments.
• 2.  Refer residents with special problems, such as economic, social, legal, health, etc. to resident services staff or agencies that provide assistance.
• 3.  Regularly meet with Resident Services Coordinator or other service provider, if appropriate, to address issues and promote retention, assist with resident activities, address specific problems, plan meetings, or support activities as appropriate.
• 4.   Resolve conflict and complaints among residents, if possible, in order to avoid grievances.
• 5.   Assure all residents are treated in a fair and consistent manner.6.       Recommend eviction if resident behavior warrants and prepare related documentation to support recommendation.
• 7.    Participate in hearings and appeals, as needed.