What are the responsibilities and job description for the Property Manager position at Lucas Metropolitan Housing Authority?
Position Title: Property Manager
Classification Title: Manager
Reports to: Director of Property Management
Department: Asset Management
FLSA & Union Status: Salaried; Exempt; Non-Union
Employment Status: Full-time
Summary
The primary purpose of this position is to direct all facets of business at LMH-operated properties. The incumbent enforces leasing agreements and timely rent payments by residents, ensures that all procedures and units are compliant with applicable regulations, and fills vacant units within the acceptable time-frame. This position requires occasionally requires attendance at evening and weekend meetings or events.
All activities must support Lucas Metropolitan Housing Authority (“LMH”) mission, strategic goals, and objectives.
Essential Duties and Responsibilities
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.
- Manages the work of staff including: assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, selecting new employees, training staff, acting on employee problems, and recommending and implementing discipline.
- Ensures an occupancy level of 98% or higher; provides information regarding Agency programs refers residents to other community agencies and confers with Agency representatives regarding illegal activities, reasonable accommodations, and economic, social and physical concerns.
- Conducts orientation for new residents, including showing units, explaining the lease, and discussing resident responsibilities, including maintenance requirements; ensures that proper paperwork is filled out for new residents and inputs into system.
- Maintains excellent resident communications and relations, including answering phone calls and receiving visitors to office; receives and responds to inquiries (telephone and in-person) from applicants, residents, landlords, and community organizations when applicable.
- Monitors all Public Housing files, records, and computer databases, ensuring that they are properly secured and that they comply with HUD regulations and Agency policies; monitors files for income discrepancies; updates files as needed, retrieving new hire data on new residents and existing residents.
- Establishes and maintains HUD-required statistical reports and assists with HUD monitoring and reviews for Public Housing program. Monitors preparation of applications to HUD for Public Housing programs.
- Maintains records of vacant apartments ready for move-in; prepares weekly move-in and move-out lists; ensures that all LMHA properties are occupied to maximum capacity.
- Administers the client/applicant grievance process, ensuring that parties receive fair and equitable treatment; provides documentation and assistance as needed during the processing of evictions.
- Prepares rent delinquency notices and eviction forms; attends court for eviction hearings; and monitors security reports.
- Conducts move-in and move-out inspections of assigned apartments; performs inspections of buildings and grounds to observe conditions of property; and generates work orders for needed maintenance.
- Performs inspections of buildings and grounds to observe conditions of property; takes inventory of office and housing supplies and fills out requisitions for missing items as needed.
- Assists with annual and interim re-certifications, conducting housekeeping inspections and addressing resident issues and/or concerns.
- Oversees all maintenance functions within the AMP and in collaboration with the Maintenance Supervisor and ensures all necessary work is performed effectively and efficiently. Makes recommendations for capital improvements to residential properties and administrative buildings in assigned AMP to the Vice President of Asset Management; contracts with outside maintenance providers as needed.
- Partners with the Director of Property Management, Vice President of Asset Management and the Vice President of Public Safety to monitor crime detection and prevention initiatives to ensure all required corrective action is accomplished. Reviews all relevant police reports, resident reports and any other sources of information regarding lease violations or criminal activity.
- Prepares and submits periodic reports to the senior management on vacancies, move-ins, move-outs, rents charged, transfers, and other statistics.
- Meets all job safety requirements and all applicable OSHA/PERRP safety standards that pertain to essential functions and maintains licenses and certifications as required.
- Performs other duties as assigned.
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
Leadership: Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates.
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority; uses appropriate judgment & decision making in accordance with level of responsibility.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Safety Awareness: Employee is cognizant of his/her surroundings. Follows proper safety procedures and considers the safety of self and others. Identifies, communicates, and assists in the correction of any safety concerns where appropriate.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers
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; supports everyone's efforts to succeed.
Reliability: Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Authority expectations. Performs work in a reliable manner that is both accurate and timely. Ensures a positive record of attendance.
Education and/or Experience
Bachelor's Degree in business administration, public administration, or related field and a minimum of four (4) years of experience in the management of a housing development, with a minimum of one (1) year in a supervisory position. An equivalent combination of education and experience may be considered. Must possess a valid Ohio or Michigan driver’s license and be insurable under the Authority’s plan.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have ability to learn other computer software programs as required by assigned tasks. Must obtain a Public Housing Manager Certification within one (1) year of employment.
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.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, walking long distances, climbing stairs, operating computers and other office equipment, moving about the office, and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.
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.
Position generally works on Authority properties, which may cause the employee to experience a range in temperatures and other weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with contractors as well as Authority residents.
This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
