Assistant Property Manager

Description

• Assists with planning and attends social and other community events for residents.
• Oversee REAC/UPCS inspections including preparation for and corrections to deficiencies noted on findings report.
• Assist new resident moving in by notifying them of community procedures, parking, hours, night access, mail, etc.
• Gathers information and completes reports in a timely manner, including computation reports, move-out reports, vacancy reports, traffic reports, market surveys, and weekly activity reports.
• Oversee and maintain all new lease and lease renewal practices according to HUD guidelines inclusive of the certification and verification process; process annual recertification and tenant notification documentation at 120, 90, and 60-day increments; process interims as required if assigned to a HUD governed property.
• Prepare for, respond to, and oversee corrections needed to meet requirements for all Management Reviews if assigned to a HUD governed property.
• Ensures resident files, certifications, and re-certifications are completed accurately and timely.
• Completes paperwork and follows processes for households with rental assistance vouchers, when applicable.
• Review and update as necessary the Unit Status Report in comparison to tenant lease files to ensure information accuracy.
• Lease to households that meet the assigned property’s income restrictions, rental criteria and when applicable HUD guidelines.
• Handle recordkeeping and reporting responsibilities in accordance with the HUD/TC/ADHP/HOME/Bond regulations.
• Maintain all resident files per HUD/TC/ADHP/HOME/Bond guidelines.
• Ensure all physical deficiencies are corrected per violation/inspection notices so that subsidy may be reinstated, or findings corrected.
• Operates the property in compliance with regulatory agency, lender, investor, and other applicable compliance requirements.
• Maintain waiting and transfer list per HUD/CA/TC guidelines. Regularly seeks to understand and anticipate resident needs.
• Process purchase orders and invoices and send them to accounting.
• Negotiates new leases and renewals per specifications of the property owner and Property Manager. Maintains resident files. Ensures timely move-in for new residents.
• Performs leasing of units, including generating traffic and responding to telephone and internet inquiries.
• Always display a friendly and courteous attitude with other employees. Never confronts a supervisor or other employee in front of residents.
• Inspects property two-three times per week including periodic visits to all residents.
• Ensure property maintains it applicable fractions and set aside requirements identified in the property LURA if assigned to a Tax Credit property.
• Attends and participates in training programs and events.
• Ensures that all applications qualify in reference to the Rental Criteria specific to the assigned property. Ensures that all application paperwork is completed and complies with the requirements of the project’s programs.
• Processes lease applications and all paperwork associated with generating a lease.
• Market to agencies identified in the AFHMP as well as maintaining availability information with local housing authorities and commercial publications. Maintain AFHMP Binder.
• Assists with resolving resident issues and complaints.
• In the absence of the Property Manager, the Assistant Property Manager oversees the office and shall become responsible for all funds pertaining to the property and must ensure daily bank deposits are made.
• Assist Property Manager in audit preparation and ensure on-site compliance on all corrections.
• Interacts with prospective residents by providing tours, qualifying prospects, and closing sales by obtaining rental applications and deposits.
• Generates traffic for prospective residents, makes appointments with prospects, qualifies prospects, and sells them on the merit of the property to close the lease.
• Supports, coordinates, and facilitates leasing, resident retention, concessions, and customer service activities.
• Distributes renewal notices to current residents.
• Collects rent from residents and posts into RealPage OneSite.
• Maintains a proper Wait List in accordance with HUD/State Monitoring Agency guidelines when applicable.
• Ensure that residents are provided with a clean and well-maintained home.
• May inspect vacated units to assess needed repairs and replacement. Monitors the property landscape and other attributes to identify and report potential safety hazards and concerns and ensure quality property aesthetics.
• Prepares for and passes file audits, physical inspections of units and buildings, and/or management and occupancy reviews.
• Contacts delinquent residents and communicates late notices and eviction notices. Adheres to company policies and procedures if rent is not received within a specified period.
• Always displays a friendly and courteous attitude towards residents, clients, and guests. Maintains and promotes a positive attitude with other employees. Contributes and acts as a team player.
• Comply with standards for affirmative marketing, including proper completion and maintenance of the Affirmative Fair Housing Marketing Plan (AFHMP) HUD 935.2.
• Along with Property Performance Review (PPR) completes quarterly unit inspections to identify, report, and prevent REAC inspection deficiencies.
• Properly coordinates the administration of supportive services with the Social Service Provider to ensure resident support.
• Assists with marketing efforts in the community to promote positive awareness of the property and increase the traffic of prospective residents.
• Ensures adherence to policies and safety rules; complies with policies for reporting incidents.
• Promotes positive resident relations and provides customer service and responsiveness to resident needs and concerns.
• Perform supportive service as outlined in the properties LURA and maintain proper documentation; assist as needed with the planning and implementation of social services programs. Programs should be coordinated with the social services provider. Maintain Supportive Service Binder.
• Provides satisfactory results to current residents regarding maintenance requests, resident call-backs to check on maintenance work performed, assists with ordering parts, supplies, and services within budget. Returns after-hour calls duties as required.

Requirements

• Proficiency with Microsoft Office applications (MS Word, Excel, Outlook, and PowerPoint). Ability to learn and operate RealPage OneSite.
• Knowledge of general bookkeeping, accounting practices, and property management business procedures.
• Strong knowledge of HUD policies as well as Project Based Section 8 rules and regulations for Project Based Affordable Housing; Strong knowledge of Tax Credit/AHDP/HOME/Bond polices for Tax Credit/AHDP/HOME/Bond Properties.
• Thorough and current knowledge of the most recent version of the 4350.
• Two-years of affordable housing property management experience overseeing a busy complex and staff that includes responsibility for financial and operational results, HUD/TC/AHDP/HOME/Bond administration, and staff supervision to ensure compliance with site-specific programs.
• Bilingual in Spanish is required.
• Ability to maintain confidentiality and maintain appropriate discretion.
• Excellent customer service skills and the ability to develop a rapport with the residents, community staff and HUD administrator/State Monitoring Agency.
• Skill and ability to communicate verbally, clearly, concisely, and in writing.
• Adheres to a varied work schedule, including weekends and some holidays, as required due to business necessity.
• Familiar with federal, state, and jurisdictional laws and regulations concerning multi-family housing and Fair Housing.
• High school diploma/GED; or two to three years related experience in property management, leasing, and/or hospitality or related experience in customer service industry, sales/marketing, or an equivalent combination of education and experience
• COS Certification on a HUD governed property.
• Sales knowledge, skills, and ability to sell products and services to existing customers.
• Organizational skills to maintain records and schedules.
• Customer service and conflict resolutions skills to overcome objections and resolve issues.
• Knowledge of HUD Secure Systems; TRACS, IMAX, EIV on a HUD governed property.
• Must abide by Standard Operating Procedures (SOP) for rent collections.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance