Basic Function:

Responsible to service and maintain Property for California Commercial Investment Group, Inc. Assist Property Supervisor in achieving management goals through professional property management services. Make recommendations to improve profit and productivity.

Responsibilities:

1. Understand and carry out all policies in dealing with properties, Property Supervisor, Senior management and tenants.
2. Be forthright and honest at all times.
3. Respond in an appropriate manner to all actions that involve or influence the property being managed.
4. Remain accountable to the Property Supervisors, Senior management, CCIGs, governing agencies and state.
5. Keep Property Supervisor advised of significant operational problems and deviations from the plans for property in a timely manner.
6. Respond to all requests made by corporate office in a timely manner (within 24 hours).
7. Organize the operation of property to produce expected results.
8. Must be able to create, implement and adhere to a budget.
9. Prepare initial and follow-up correspondence on all matters relating to property managed.
10. Maintain records in a timely, accurate and organized manner.
11. Prepare reports and respond to requests for information in a timely manner.
12. Prepare plans and provide for implementation of special administrative projects.
13. Oversee on-site personnel, (including their timecards) who have the responsibility for the day-to-day operation and maintenance of properties, including Assistant Manager and Maintenance Technician.
14. Verify quality of workmanship on all maintenance jobs – analyze cost verses value to benefit the operation of the property.
15. Maintain an inventory list of all furnishings, tools and equipment owned by the property. The list should include all refrigerators and ranges, their location and serial numbers, as well as all maintenance and other equipment, but will not include replacement items such as glass, light bulbs, etc.
16. Collection of income and the management of expenses including tenant receivables and maintenance reports so as to produce the maximum economic benefit for property.
17. Issue all legal notices as needed in accordance with established policies, including late rent, damage charges, non-compliance with rules and regulations.
18. Understand and ensure compliance with all governing regulations, codes, and laws as well as other state and local authorities.
19. Cooperate with municipal and community agencies.
20. Maintain strong community relations by positive public relations and projecting a strong image of the building and its tenants, in addition to a good building reputation.
21. Administer day-to-day implementation of a standard operating procedural manual.
22. Maintain good tenant relations by prompt, courteous and complete response to tenant problems in addition to promoting Community Programs, community standards for conduct, housekeeping and property maintenance standards, and tenant grievance procedures.
23. Attend and pass advanced educational courses and seminars as well as participate in local professional related activities as required by the corporate office.
24. Process tenant re-certifications, including verification, certification, annual and interim re certifications and maintain leases as needed.
25. Abide by all HUD management and 4350 guidelines, including the submittal of an annual occupancy survey, if required by HUD.
26. Make certain the building is constantly prepared for all inspections (REAC, MOR, City, County, etc.).
27. Consistently score 90 or higher on REAC inspections and Above Average on MOR audits.
28. Make every effort to maintain 100% occupancy of building at all times.
29. Should the building fall below 100% occupancy, responsible for marketing to potential tenants via community contacts, advertising and other reasonable marketing tactics.
30. Abide by the Affirmative Fair Housing Marketing Plan.
31. Abide by the Marketing & Leasing Plan established for the building.
32. Develop detailed working knowledge of Yardi computer system.
33. Develop detailed working knowledge of LIHTC (tax credit) programs.
34. Must be physically able to inspect the entire property each day, or as needed, in a timely fashion.
35. Must be able to quickly and responsibly respond to tenant and staff emergencies.
36. Attend work with regularity and punctuality and recognize that attendance is an essential duty and responsibility of this position.
37. Perform other related duties as assigned.

Critical Accountabilities:

Initiative:

• PM takes the initiative to apply and promote CCI CREDO in all facets of job performance.

• PM is a self-starter. Does not need significant oversight. Can work independently.

• PM wants to learn & grow in position. Has a desire to increase knowledge. Refers to the 4350 regularly.

• PM has a strong interest in the job and career. Wants to give 100% effort all the time.

• PM desires to steward the careers of employees. Motivates employees by modeling good work ethic/attitude.

• PM takes the initiative to understand and carry out all CCI policies in a timely manner.

• PM strategically prepares and organizes plans for special administrative projects (i.e.: PCNA, rehab, Refi)

• PM takes the initiative to learn about maintenance issues (i.e.: HVAC, plumbing) and ensure all work is done correctly.

• PM takes the initiative to ensure the property is fully prepared for audits (i.e.: MOR & REAC)

• PM is willing to assist in training junior PMs should the need arise and when time permits.

Budgeting:

• PM is proficient at the CCI budget process and all related components

• PM is able to create, implement, revise and adhere to a budget • PM is proficient at rent collection and R4R management

• PM is proficient supervising financial and material resources

Leasing & Marketing:

• PM is proficient at keeping the building occupied and ensuring that all paperwork related to Move-in & Move-out is done correctly and on time.

• PM recognizes the importance of filling vacancies promptly and takes all steps necessary to ensure vacancy days are kept to a minimum.

• Creation and implementation of CCI Leasing/Marketing Plan

• Application processing and tenant selection

• Enforcement of governing documents (Lease, House Rules, Pet Policy, Resident Selection Criteria)

HAP Compliance & Paperwork:

• PM is proficient at ensuring the bldg. is in full compliance with the HAP contract (MOR audit) and all related paperwork is done correctly and on time

• PM utilizes Yardi correctly. Takes the time to understand the software to reduce mistakes.

• PM excels at tenant file management, including the Recert process. All tenant files are accurate and maintained in a manner consistent with CCI protocols.

• PM processes Vouchers, Special claims and other HUD/CA/CCI submittals with few errors

• PM implements all company procedures accurately (i.e.: Step by Steps) on a consistent basis.

• EIV compliance

Time Management & Organizational skills:

• PM is skilled at planning, organizing and scheduling work

• PM has excellent Leadership skills. Takes the time necessary to monitor staff, workflow and quality of work.

• PM has the ability to delegate to staff and vendors

• PM has the ability to supervise others, including staff and vendors

• PM has the ability to organize the operation of the bldg. to produce expected result

• PM has the ability to maintain all records in a timely, accurate and organized manner

Supervisory Responsibilities:

1. Develop and maintain an effective organization through the appropriate training, supervision and motivation of all property staff, including (if applicable) Assistant Manager, Maintenance Technician and Porter.

2. Monitor the property staff on a continuous basis to ensure all established company and property policies are followed.

Required Skills:

1. Oral Communication Skills
2. Planning
3. Organization
4. Written Communication Skills
5. Time Management
6. Negotiating
7. Interpersonal Skills
8. Professionalism
9. Judgment
10. Budgeting
11. Computer Literacy
12. Diplomacy
13. Tenant Relations
14. Problem Solving
15. Flexibility
16. Supervision
17. Instructing
18. Training

Physical Demands:

Climbing (stairs)

Stooping

Kneeling

Crouching

Reaching

Handling

Feeling

Smelling

Color vision

Depth perception

Near & Far Acuity

Environmental Demands:

Exposure to weather (hot & cold)

Noise

Education/Training:

Degree: Associates Degree preferred

Certified Occupancy Specialist Training

Certifications/Licenses:

Real Estate Sales or Brokers License helpful

Certified Property Manager or Equivalent

Experience:

Prior experience managing properties required.

Prior experience managing properties with significant operational problems helpful.

Prior experience managing HUD buildings helpful.

Other:

Must be able to do various position specific errands (i.e.: go to bank, pick up office supplies, etc.), as needed.

Must have a valid Driver’s License in the State in which you work and must abide by all pertinent State Laws.