Under the direct supervision of the Director of Housing, is charged with supporting Goodwill Industries of Acadiana, Inc. efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality in coordination and conjunction with the Owner’s goals and objectives.
In absence of Executive staff, the Property Manager must provide “in charge” responsibilities for the property. These responsibilities include being available for calls, and delegating maintenance staff and contractors with approval from the Maintenance Supervisor and Director of Housing.
The Property Manager position supports and assists in the management of real estate in accordance with the Management Agreements; Is involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, overseeing maintenance and repair, security, janitorial services, landscaping, weather related debris removal, etc.; Handles tenant complaints and service requests, and must be familiar with the terms of tenant leases.
The Property Manager assists in the preparation of the annual budget, reporting and financial performance of the property.
The Property Manager will also provide supervision to the following staff: Resident Associates.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Specific Duties
Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Reviewing the weekly on call schedule for 24-hour emergency coverage of the property.
Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
Ensure that property and lease files are property maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence and file notes.
Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
Collect and handle late payments in a timely manner as well as preparing repayment plans when necessary.
Assist the Director of Housing with establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures and Property Operations Manual.
Maintains property by investigating and resolving tenant complaints, enforcing rules of occupancy, inspecting vacant units and completing repairs, planning renovations, contracting with landscaping and lawn services.
Maintains building systems by coordinating with the Director of Housing and Maintenance Supervisor by contracting for maintenance services and supervising repairs.
Secures property by ensuring that all surveillance equipment is in working condition and maintaining repairs with the local vendor as well as establishing and enforcing precautionary policies and procedures, and responding to emergencies.
Enforces occupancy policies and procedures by confronting violators.
Prepares reports by collecting, analyzing, and summarizing data and trends with Enterprise Income Verification (EIV).
Accomplishes organization goals by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments.
Perform tenant screenings
Act as a liaison between the director of housing, tenants and property owners.
General Duties
Obtain estimates/bids for repairs at the property. Generate and track Service Orders, approvals and distribution.
Sort, code and ensure accuracy and compliance with contracts of all property related invoices.
Coordinate and schedule appointments, on-site & off-site meetings and conference calls.
Collect and organize all property information in a format for quick reference.
Prepares memos, faxes, email, maintain files, prepare expense reports and other administrative forms, copying and arrange for courier service and overnight deliveries. Maintain office filing and record keeping systems.
Be competent with office management software.
Familiarity with applicable local, state, and federal laws and regulations
Always be professional and have high levels of organization and attention to detail skills.
Run monthly tenant EIV reports and file in appropriate binder labeled EIV.
Establish and maintain office standard operating procedures and policies consistent with HUD’s rules and regulations and Goodwill policies.
Process housing applications in accordance with HUD rules.
Maintain application waiting list in the management software.
Initiate and accurately complete required HUD documents/reports in a timely manner.
Certify and re-certify residents within HUD regulations.
Maintain scheduled office hours.
Attend in-service and related trainings as assigned.
Other duties as assigned by the Director of Housing.
Financial Duties
Return all invoices on “hold for invoice forms” weekly or as directed
Contact the director of housing with all purchases over $250.00.
Investigate cost reduction opportunities.
Assist corporate accounting with questions related to the property and resolution of vendor issues.
Monitor HAP payments as well as your percentage of occupancy in secured systems and report to the director of housing with any findings.
Qualifications:
Qualifications
High School Diploma preferred; Bachelor's degree or CPM a plus!
Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
3+ years of directly relevant Apartment Management experience.
Effectively prioritize and multi-task.
Excellent people skills.
Strong working knowledge of general office equipment (copiers, fax machines, scanners).
Ability to effectively communicate both orally and in writing with peers, managers and clients.
Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
Proactive, initiate follow-through.
Working conditions
Specific with general property management.
Must be able to:
Access necessary spaces for thorough inspection of property.
Navigate climbing ladders, as required
Driving/Traveling requirements
Frequent need to utilize personal transportation to manage various locations such as traveling to other properties and picking up supplies from local vendors. In the event of emergencies, you may occasionally require expedient travel to assigned property at a moments’ notice.
Pick up and deliveries to the Corporate office.
Must have and maintain a valid drivers’ license and automobile insurance coverage.
Physical requirements
The qualification requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job.
This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel.
Lifting or carrying of weights exceeding 30lbs must be accomplished with assistance from one or more persons. Examples of heaviest items include file boxes, etc.
