On Site Property Manager
Under the supervision of the Community Director Supervisor, the Community Director, also known as a Property Manager, will live onsite at Loussac Place and will be responsible for all phases of the day-to-day operation of that property, including, but not limited to, the rent collection, tenant management, maintenance coordination and coordination of income eligibility functions with eligibility staff. This position works closely with property maintenance staff, for work orders, move-out inspections, as well as annual inspections. The Community Director collaborates with the Resident Engagement Coordinator at their properties to create good resident relationships and resident participation in activities. This onsite Community Director agrees to reside at Loussac Place and rent will be structured within the pay range offered.
All Community Director Positions - Major Activities (Typical Duties/Responsibilities)
- Maintains close and courteous communication with residents while being available and responsive to general resident needs.
- Markets and shows affordable housing units to potential residents. Prepares and processes all rental agreements/leases and related forms. Oversees all detail of move-ins and move-outs, maintaining accurate up-to-date records, schedules and performs apartment inspection move-ins and move-outs with residents.
- Maintains all tenant files. Verifies income and adjust rents accordingly.
- Notifies tenants of rental adjustments and rent increases.
- Prepares internal reports regarding vacancies, delinquency, inspections, and re-certifications and counsels residents on maintenance of unit when needed.
- Performs a monthly review of the budget with the CD Supervisor discussing areas of concern.
- Prepares general correspondence and any related reports.
- Maintains petty cash fund and reconciles petty cash monthly.
- Collects and reports washer/dryer income at least bi-weekly.
- Collects rents and works with residents to collect delinquent accounts including non-payment notices, resident outreach, and preparing repayment agreements if necessary.
- Adheres to all appropriate accounting procedures, including, but not limited to, rent collection receipts and petty cash disbursement and reconciliation.
- Maintains key control log and assigns keys for residents.
- Coordinates and participates with the Resident Engagement staff at property activities including social events. Supports Maintenance department for any building maintenance and construction activities.
- Continually inspects property for improvements, recording and reporting any deficiencies and taking necessary action to resolve any deficiencies or lease non-compliance. Visually inspects grounds and parking areas daily to ensure each is in a clean and safe condition. Visually inspects common areas to ensure interior is in a clean and safe condition, including all hallways, stairways, storage rooms and laundry facilities.
- Monitors janitorial and unit turn service contracts for completion of work, as necessary.
- Approve unit turn invoices for accuracy prior to processing.
- Works with the Maintenance and Compliance departments to prepare for and complete scheduled audits including unit and property inspections prior to the audit. This includes participating in and responding to requests from Compliance on the regulatory non-compliance issues.
- Coordinates maintenance of grounds and facilities with maintenance and/or building janitors, laborers, and groundskeepers through a work order system. Maintains work orders in property management software.
- Assists in staffing CIHA informational booths at various events.
- Other related duties as assigned.
All Community Director Positions - Skills/Abilities
- Knowledge of office practices, procedures, supplies and equipment, effective human relation concepts and subsidized housing programs.
- Written and verbal communication skills appropriate for a position with substantial interpersonal contact.
- Working knowledge and understanding of MS Office software applications to include Word, Excel, and Outlook to create reports and schedule meetings.
- Ability to deal effectively with all levels of staff, management, and appropriate community agencies.
- Ability to read, analyze, and interpret CIHA policies and procedures, and related federal and state regulations.
- Ability to write reports, business correspondence and procedure manuals.
- Ability to effectively present information and respond to questions from clients, customers, community agencies, and the general public.
- Ability to solve practical problems and deal with a variety of situations where only limited standardization exists.
All Community Director Positions – Education and Experience
- Associate degree in business or related field or ARM designation; experience can be substituted on a year for year basis.
- One to two years’ experience in office or property management.
- Valid Alaska Driver's License.
Community Director I
- 0-24 months experience in property management, and landlord/tenant regulations.
- Working knowledge of Microsoft Outlook, Excel and Word with an aptitude to learn new functions and software.
- Experience in customer service; demonstrated utilization of above average people skills.
Community Director II
- Minimum 24 months experience in property management, occupancy and/or compliance.
- Direct experience with property management software, preferably affordable housing software.
- Working knowledge of Microsoft programs such as the ability to create worksheets/workbooks and modify formulas.
- Preferably one of the following certifications: Certified Occupancy Specialist, Accredited Resident Manager, Housing Certified Credit Compliance Professional or other commensurate certification/designation as approved.
Community Director II Additional Major Activities:
- Manages 100 to 130 units.
- Input rent changes to the tenant ledgers that occur in the future.
- Performs a monthly review of the budget with the CD Supervisor discussing areas of concern to include an analysis of the cash flow position at month end.
Community Director II Additional Skills/Abilities:
- Ability to manage assigned properties at CIHA standard to include meeting dashboard and benchmark requirements for occupancy, accounts receivables, make ready completion and outstanding work orders.
- Meets minimal (and correctable) regulatory audit findings relating to occupancy for assigned properties.
- Ability to effectively coordinate with Housing Eligibility and Maintenance departments.