Property Manager-Operations

Job Description

Job Description

TITLE: Property Manager

REPORTS TO: Tenant Operations Director (TOD)

FLSA STATUS: Exempt

CLASSIFICATION: Full-Time Professional Staff

DATE PREPARED: August 8, 2024

POSITION PURPOSE

The primary purpose of this position is to oversee the General Franklin, Ohio Commons and Restoration Housing properties and tenant management initiatives; provide leadership to one tenant services staff and private contractors in accordance with MVHO best practices.

SUMMARY

Under general supervision of the Tenant Operations Director, provide ongoing intensive mental health, chemical dependency and trauma related interventions to formerly homeless persons with severe and persistent mental illness and/or substance abuse, in order to assist in the preservation of residents’ housing.

ESSENTIAL JOB DUTIES

• Establish and maintain all Tenant Tax Credit Compliance Records for General Franklin, Ohio Commons and Restoration Housing
• Maintain tenant files and computerized tenant statistics data base. Make sure releases of information are updated on an annual basis. Collect income verification annually.
• Monitor and Document tenants' appropriate compliance with the HUD (RAD) subsidy and lease provisions
• Must be willing to be trained in Low Income Housing Tax Credit program, and thereafter show competency in LIHTC compliance
• Send correspondence to clients for relevant documentations required for HUD (RAD) recertification process. Complete certification and re-certification documents with tenants.
• Process Rental Assistance Demo (RAD) applications and conduct meetings with residents throughout their residency to complete documents, when needed.
• Complete monthly and annual reports as required by funding agencies. Perform move-in, monthly, annual re-certification, and move-out inspections of apartments. Meet & accompany inspectors for inspections at General Franklin, Ohio Commons and Restoration Housing properties. Establish and maintain a professional rapport with applicant referral sources, service providers and representatives of funding sources.
• Provide program information to applicants, tenants, and associates. Work with outside agencies to develop programs and initiatives to enhance resident quality of life.
• Work in conjunction with service providers and TOD to collect, verify, and compile tenant referral / application information. With TOD, perform applicant interviews.
• Show apartments for rent. Facilitate tenant leasing and move in process with service providers.
• Prepare and deliver appropriate notices of non-compliance with subsidy and lease provisions. Work with tenants and their support service providers to develop plans, documentation, case conferences, and create/monitor appropriate corrective action plans
• Create and serve notices to vacate; Serve as an agency representative in court (eviction hearings/trials)
• Monitor and document tenant lease provisions and appropriate living skills performance. Each unit should be entered on a monthly basis with case management partner agency
• Perform Move In/Move Out inspections for both RAD and LIHTC
• Prepare and deliver non-compliance notices; apply corrective action as appropriate. With TOD, conduct case conferences with residents.
  • Obtain credit card authorizations; Collect rent payments and manage aged receivables; create and manage payment agreements with tenants
• Order janitorial, office and other supplies, as needed, with approval of TOD
• Deliver property accounts payable and invoices to the MVHO corporate office in a timely manner.
• Coordinate maintenance of property and cleaning of common areas. Process work orders for correction of deficiencies. Verify and document completion of work orders.
• Be on call for tenant related emergency calls.
• Follow up on tenant and partner agency concerns and complaints.
• Must be willing to be trained in using Onesite Software and HUD’s Electronic Income Verification (EIV) system, and thereafter show competency as a user
• Must be competent in utilization of software programs; must be competent user of camera systems that monitor properties
  • Perform appropriate checks of fire extinguishers, smoke detectors, carbon monoxide detectors and egress & exit emergency lighting to ensure they are in compliance/proper working; sign off and document in logs kept in the main office. Maintain safety features of the properties, in conjunction with maintenance department.
  • Show exceptional time management skills and complete assignments on time; attend meetings as scheduled and be on time and prepared for appointments
• Must be capable of setting priorities and reliably working under pressure. Perform all duties in an accurate and timely manner. Follow HIPPA regulations

• Initiates appropriate action and crisis intervention with individuals/clients or situations through prompt utilization of community resources. Takes appropriate action to deal with emergencies and provide crisis intervention.
• Ensures the engagement of clients by providing services in a trauma sensitive manner
• Ensures compliance with productivity and documentation/record keeping standards as set by the agency in accordance with funding and accreditation requirements.

• Coordinate inspection/home visit scheduling for the tenant services department; coordinate the aged receivables and matters of rents and collections for the tenant services department
• Under direction of the TOD, establish and maintain relationship as a liaison with the Department of Veterans Affairs
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Directly supervises the on-site maintenance person; supervises one tenant services specialist

QUALIFICATIONS

Associates Degree required; Bachelor’s degree preferred in Mental Health, Social Work, or related area. Minimum 1 year previous experience required in case management, social service, housing service, or related area. Familiarity with state and local mental health service community preferred. Must have reliable personal transportation.

CORE COMPETENCIES

Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.

Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.

Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.

Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.

Planning/Organization - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Page Break

Monday - Friday 8:00 to 4:30
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