Title: Assistant Property Manager (RAD)
Reports To: Property Manager
Department/Division: Operations/Property & Asset Management
Responsible of assisting in managerial and administrative work involving the management and operation of Housing INLIVIAN affordable properties and non-residential properties. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Reviews and monitors Tenant Account Receivable (TAR) report and carries out the accounts receivable/rent review and collection process in a timely manner. Accepts rental payments and processes in accordance with INLIVIAN procedures. Follows up on delinquencies by arranging late payment agreements, collecting rent in person, scheduling grievance hearings, or initiating the eviction process as appropriate. Testifies in court as necessary.
Processes all accounts receivable billing (rents, work order charges, misc. charges, lock out charges, etc.).
Shows vacant units to prospective residents, assists in processing applications, quotes prices, describes features, discusses terms of lease, and communicates property and community amenities and available neighborhood services.
Processes move-outs in accordance with INLIVIAN policies and procedures, including conducting move-out inspections and exit interviews, prorating of rent, calculating applicable charges, recommending retention or return of security deposit if applicable, and tracking and closing resident files.
Coordinates preventative maintenance program by identifying repairs and upgrades needed, assessing damages, reporting maintenance repairs and upgrades needed to maintenance personnel, and performing weekly walk-by inspections of building and grounds to identify and resolve unsafe or unsatisfactory conditions requiring maintenance.
Receives calls from residents and/or property manager requesting maintenance services and determines whether the nature of the work orders are of an urgent, emergency, or a routine nature. Prioritizes by categories, enters data into computerized system, and routes to appropriate maintenance personnel
Maintains a complete and accurate daily log tracking work orders generated, closed, and in progress, and updates status of all pending work orders. Maintain complete and accurate work order files for each unit.
Assists in developing and implementing plans for advertising to increase the number of applicants on the waiting list and to attract a greater number of eligible and desirable tenants. Assists in writing advertisements if needed, obtaining prices, and placing advertisements in the appropriate publications for best exposure for the community.
Acts as liaison with resident associations, assesses residents’ concerns, assists in informing residents of policy changes, and may assist in development of resident activities, making suggestions for improved participation in resident activities and implementation of resident incentive programs.
Monitors resident compliance with lease provisions, reports instances of resident fraud and abuse to deter and/or prevent same, investigates and documents violations, advises Property Manager as appropriate, and communicates required remedies to residents.
Reviews and keeps updated on all applicable rules and regulations concerning housing programs, as well as applicable local, state, and federal laws, regulations, codes, and INLIVIAN rules, regulations, and administrative plan.
Accountable for consistent adherence to strong INLIVIAN standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of INLIVIAN materials, supplies, resources, and other assets.
High School Diploma or GED required. Associate’s degree in Social Work, Public Administration, Business Administration or closely related field from an accredited college or university desired. One (1) year clerical or property management experience, or an equivalent combination of education, training, and experience.
The following Certification(s) must be obtained within twelve (12) months of employment or other allowable period of hire as authorized by the Executive Vice President for Real Estate Management:
Accredited Residential Manager
Thorough knowledge of INLIVIAN operating policies and procedures; principles, practices and techniques, HUD regulations pertaining to low-rent housing; and services available through local social service agencies.
Good knowledge of leasing agreement procedures, recertification process, public housing standards, and housing quality standards inspections.
Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining INLIVIAN policies and procedures.
The Assistant Property Manager receives instructions from and is accountable to the Property Manager. The employee receives specific instructions regarding areas with which the employee is not familiar, priorities, deadlines, when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. In familiar, regularly occurring duties, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee's work is reviewed regularly and closely for accuracy, timeliness, and conformity to organizational policies, federal, state, and local regulations and attainment of objectives.
The employee performs routine duties by following established policies and procedures, applicable reference materials, published laws, regulations, handbooks, and training materials. These guidelines cover most job-related situations. The employee may require guidance from the supervisor in situations not covered by existing guidelines, but has reasonable latitude in the performance of customary duties.
The employee performs routine duties following established and specific INLIVIAN policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and management of staff using personal judgement based on prior experience.
Assistant Property Managers are key employees in the management and operation of Affordable, Commercial, and Public housing and their work affects residents, INLIVIAN profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the INLIVIAN’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.
Work is performed indoors and outdoors and involves physical exertion which entails walking long distances, climbing stairs, carrying, and reaching. May also frequently stand for long periods at a time. Requires the ability to effectively deal with on-call after-hours emergencies.
Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).
Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.
Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.