Property Site Manager

JOB DESCRIPTION

SITE MANAGER

Job Summary: The Site Manager works in the on-site office and is responsible directly to the Property Supervisor and Officials of Active Residential Management Services, Inc. (ARMS) The Site Manager is to assist the Property Supervisor and upper management in achieving and or accomplishing the goals established by the Managing Agent and Owners of the property. It is imperative that the Site Manager maintain a courteous and business-like manner and that the office reflects a business atmosphere at all times.

Knowing problem areas as they develop and channeling the information to the proper authority to gain an immediate solution is an important part of your role as Site Manager. The Site Manager continues to receive training from the Property Supervisor and other ARMS staff on the technical aspects of the position as well as procedures to be followed. Site Managers must take an active role in their own training by studying the information available, asking questions and letting ARMS personnel know if there are areas you do not understand. Periodically, Site Manager’s records and procedures will be audited by the Property Supervisor, ARMS officials and representatives of owner partnership lending entities.

Job Duties and Responsibilities: Site Managers are responsible for performing their duties in accordance with ARMS procedures, current HUD regulations and or compliance requirements and to do so, on a timely or designated basis. The duties of a Site Manager include, but are not limited to the following:

• Supervise on-site staff to ensure the day-to-day required work is accomplished at the property. Staff includes office, maintenance and courtesy personnel.
• Accept applications, schedule appointments, verify application information, determine eligibility, compute rents and security deposits, certify approved applicants.
• Show units to prospective applicants.
• Assist Property Supervisor in preparation of writing and placing advertisements in newspapers.
• Notify Property Supervisor if an applicant requests or submit an appeal for rejection of an apartment and schedule the appointment for the appeal as directed.
• Must be familiar with the Fair Housing Laws, the assigned property’s Admissions Continuing Occupancy and Transfer Policy (Tenant Selection Plan), Affirmative Fair Housing Marketing Plan and ARMS Employment Personnel Manual. Depending on the type of property, the Site Manager must be familiar with HUD Guidelines, IHDA Guidelines, LIHTC Guidelines and other guidelines pertaining to designated housing programs. Maintain documents in an orderly up-to-date manner and adhere to their requirements.
• Must be knowledgeable of the Landlord Tenant Ordinance for the designated county in which the property is located.
• Must be familiar with leases and the rules and regulations designed for the property.
• Maintain and monitor waiting lists and transfer waiting lists according to guidelines.
• Send written notification to applicants of approvals, rejections or cancellations of their applications.
• Maintain current and anticipated vacancy information; fill vacancies promptly with qualified residents and coordinate with the maintenance engineer the scheduling of move-ins.
• Schedule move-ins, prepare leases, rules and regulations and other required documents for execution, conduct move-in inspections, contact utility companies and transfer utilities in resident name, collect 2 separate money orders for 1stmonth rent and security deposit, get key release and set up resident file.
• Monitor market trends to establish successful marketing strategies to avoid vacancy loss.
• Adhere to all directives as specified in operations and procedures manuals, memorandums, etc., from Property Supervisor and/or Managing Agent.
• Collect, record, transmit and deposit all funds collected during the same business day or no later than the second business day.
• Maintain rent roll and submit to ARMS Accounting Department when due.
• Maintain a resident directory, section 8 control logs and re-certification control logs.
• Maintain resident files as required and keep information confidential.
• Conduct annual and periodic unit inspections.
• Perform annual and interim certifications and re-certifications and submit by due date with required attachments to ARMS.
• Prepare weekly and monthly reports to ARMS by the due date.
• Prepare Section 8 vacancy reports to ARMS by the due date.
• Send out written chargeable work order notice to resident and submit copies to ARMS.
• Notify ARMS of all incidents that take place immediately. Complete and submit written and accurate incident reports and/or claims involving injury to persons or damage to property within 24 hours to ARMS.
• Assist Property Supervisor in assuring that residents are complying with the terms of their lease, rules and regulations. Send letters as directed; take written complaints and send written response to resident and copy resident file.
• Prepare delinquency list and send late notices to resident on the 6thday of each month or the next business day after the 5thof each month. Assist Property Supervisor with collection of delinquent accounts and evictions.
• Prepare files and provide information to attorney and/or collection agency as directed, participate in court cases as required, file claims with attorney or small claims court as directed.
• Accept work order requests from residents in person or by telephone, write up work orders for maintenance staff; maintain work order log; follow-up on work orders to assure completion of work has been performed in a timely and satisfactory manner and file the work order.
• Collect, prepare and/or review payroll time sheets for the Property Supervisor’s approval and submission to ARMS.
• Maintain information fact sheet about the property and community and provide a copy to applicants and residents.
• Notify the Property Supervisor and ARMS of any contacts from the media for interviews and outside agencies inquiring about the property.
• Accept move-out notices from residents and advise residents of move-out procedures and obligations; conduct move-out inspections, process move-out paperwork and contact utility companies to transfer service into the property’s name.
• Conduct inspections of the building(s) and property as directed by the Property Supervisor and report problems and/or issues immediately.
• Order supplies as needed and approved.
• Direct and delegate daily work assignments and report progress of office personnel under your direction
• Notify Property Supervisor promptly of problems, improvements needed or any questions you may need answers to.
• Submit utility allowance (PBE) information to ARMS and distribute checks to residents. (If Required)
• Answer telephones, greet visitors/guests and provide accurate information about the property.
• Monitor office equipment and request service when needed.
• Attend meetings as requested.
• Prepare and submit all necessary correspondence to designated agencies and copy ARMS.
• Maintain a key control system for office, common areas and units. Maintain careful control of all keys issued to you, remaining personnel and residents.
• Maintain office inventory and submit to ARMS bi-annually.
• Keep office clean, neat and decorative at all time.
• Assure all resident and office files are returned to file cabinets, desks and make sure they are locked at all times when not attended.
• Provide decorative ideas to keep property looking attractive at all times.
• Set up schedule and reservations for residents to use community room for private use as needed if space is available.
• Conduct monthly or quarterly resident meetings.
• Provide written information, tips about upkeep of units and/or updates on HUD regulations, state and local laws to residents in monthly newsletter.
• Assist in providing activities and social events for residents.
• Submit purchase authorization forms to ARMS for approval.
• Submit copies of Reserve for Replacement invoices and/or proposals to Property Supervisor.
• Assist Property Supervisor in gathering pertinent information for the preparation of annual operating budgets.
• Obtain and gather twelve-month averages of resident utility cost on 10% percent of each unit size and submit to ARMS at least 4 months prior to the beginning of the property fiscal year end or expiration of the property’s PRAC Contract.
• Prepare and submit “Property Incident Fact Sheet” reports when incidents take place on the property that may cause possible liability to the property immediately. This includes incidents with residents, staff or visitors. ARMS is required to notify the owner within 72 hours.
• Prepare and submit “Workers Compensation First Report of Injury” form when an employee is injured or has had some form of health exposure during working hours.
• Notify the courtesy department when move-in/move-outs occur, any problems or incidents, when visitors are barred from the property and any other issues that may occur on the property that may reflect the scope of the courtesy department’s duties and responsibilities.
• Interview prospective applicants for employment, complete required personnel paperwork and submit originals to ARMS Corporate office.
• Meet and work with Service Coordinator on issues involving residents that may or could affect that resident’s continued occupancy in the property.
• Additional duties as assigned within the scope of the business.

Sherrelle McCoy

By signing below, I am acknowledging I have reviewed and received a copy of this job description. Also by signing below I am acknowledging I understand what the job duties and responsibilities entail. By accepting this position, I am assuring my employer that I am completely experienced, qualified and capable of fulfilling the requirements of the position.

Employee Signature Date

_________________________________ _________________

Witness for Owner/Agent Representative Date

ARMS/Site Manager/2016

Job Type: Full-time

Pay: $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $22