What are the responsibilities and job description for the Assistant Property Manager position at The Housing Authority of the City of Daytona Beach?
POSITION SUMMARY:
The Assistant Property Manager will work closely with the Senior Property Manager and other staff members. This position requires someone who is driven, professional, and detail-oriented. Must possess an “I can do attitude” and be able to work under minimal supervision and do well under pressure. Performs a variety of tasks related to assisting in the admission and occupancy of low-income units, general administrative duties, tenant screening, rent collection, process work orders, perform unit inspections, collect date for rent calculations, process all annual and interim certifications. Provide upscale customer service, and all other assigned duties pertaining to, and in accordance with the Agency’s Admissions and Continued Occupancy Policy. The candidate must adhere to HUD and Fair Housing Regulations. In addition to candidate must follow state and local occupancy guidelines, HDB policies and procedures in accordance to all other applicable housing laws. Requires strong computer and Internet skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, tenants, outside clients and vendors. Sensitivity to confidential matters may be required.
ESSENTIAL JOB FUNCTIONS:
Duties include, but are not limited to, the following:
- Answers incoming calls, assists callers with requests and/or directs to the appropriate person or agency. Documents communication in the HDB system of record, Yardi software.
- Answers inquiries concerning policies and practices associated with the application and/or re-certification intake processes in a courteous and professional manner or routes/directs inquiries to appropriate staff. Processes all incoming correspondence, including emails, prioritizing and determining its disposition. Directs communication to appropriate staff.
- Assist the Senior Property Manager with providing orientation to new residents. Answers questions and provides explanation of the HDB policies related to leasing. Escorts prospective residents to inspect unit and completes any required move in follow up.
- Maintains the waitlist in accordance with Yardi requirements and HDB practices. Updates electronic or paper files accordingly.
- Prepares and assists in distribution of notices to residents.
- Assists Senior Property Manager with lease enforcement.
- Utilizes the Yardi system to monitor annual re-certification, interim adjustment notices, work orders and other data associated with residents in a timely manner.
- Process annual certifications in a timely fashion: schedule and follow up with interviews with tenants, proper third-party verification methods/ for each recertification in accordance with HUD and Agency policies and procedures.
- Conducts examination and resolution of income discrepancies as necessary.
- Reviews EIV reports regarding income reporting and discrepancies.
- Collects rent, security deposit, and maintenance charges, issues receipts, and maintains accurate records in accordance with Agency policy.
- Tracks and maintains external and internal reporting at the direction of the Senior Property Manager, maintains an electronic library of submitted reports.
- Maintains HDB’s files and records in accordance with HUD’s records retention guidelines and directions including HUD PH Notices.
- Responds to and handles confidential and sensitive information with poise, tact, and diplomacy. Maintains appropriate interpersonal relationships with employees, peers, and consumers.
- Translates written and verbal communication between customers and staff
- Bi-Lingual (Spanish speaking) not required, but preferred
- Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
REQUIRED SKILLS, EDUCATION AND EXPERIENCE:
- Minimum of 3 years’ experience supporting an organizational mission requiring excellent time management, effective handling of competing priorities, attention to detail and the ability to manage stressful situations professionally. An equivalent combination of education and or experience considered.
- Minimum of three (3) years’ experience in property management.
- Operates personal computer to access e-mail, electronic calendars and schedule meetings
- Bi- Lingual (Spanish speaking) not required, but preferred
- Ability to learn multiple systems and databases, content management system, and other software as needed. Proficient in various software applications to include, but not limited to: Microsoft Office Suite; Yardi Voyager, RentCafe, Adobe Acrobat; Must demonstrate this ability during a skills test.
- Possess meticulous grammar, editing and writing, presentation and communication skills.
- Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
- Must be able to establish and maintain effective working relationships with others.
- Must be able to travel between properties.
- Must be able to attend training.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
SPECIAL REQUIREMENTS:
- Must possess a valid Florida Driver’s License to operate a vehicle from the HDB pool.
- Must be insurable by the Authority’s fleet insurance carrier.
- Must be bondable.
SUPERVISORY RESPONSIBILITY:
None
TRAVEL:
Travel may be required between Affordable Housing communities within the City of Daytona Beach as well as extended working hours.
DISCLAIMER STATEMENT
This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned. This job description has been approved on all levels and is not to be interpreted as creating a contract for employment, expressed or implied between the Housing Authority of the City of Daytona Beach and any employee. Housing Authority of the City of Daytona Beach provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class. In addition to federal law requirements, The Housing Authority of the City of Daytona Beach complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. Housing Authority of the City of Daytona Beach expressly prohibits any form of workplace harassment based on race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class.
