Community Administrator

Objective:

Maintaining the physical asset and maximizing the financial returns from that asset in accordance with the owner’s objectives and within the Rules and Regulations as set forth from HUD.

Essential Functions, Duties & Responsibilities

1. Maintaining the physical asset

• Supervise maintenance staff, including maintenance supervisor and any contract workers.
• Supervises scheduling of maintenance work.
• Makes regular followup inspections on maintenance work.
• Makes regular inspections of grounds, including all common hallways.
• Supervises all vacant apartment makeready procedures.
• Makes recommendations for physical repairs, replacements, and/or improvements.
• Maintains control of service order log.
• Makes recommendations for supplies, materials and equipment.
• Recommends expenditures within budget allocations.
• Evaluates maintenance operations periodically to determine cost efficiency.

2. Marketing

• Supervises leasing/office staff
• Assist in preparation and placement of advertising and marketing programs.
• Assist in preparation of regular market surveys.
• Prepares or supervises the preparation of all weekly and monthly reports.
• Responsible for the accuracy of all rental applications and leases and their compliance with resident policy.
• Responsible for the accuracy of all certifications/recertifications and their compliance with HUD policy.
• Prepares weekly rental and marketing report.

3. Leasing

• Establishes rapport and determines needs of each prospective resident.
• Presents property and appropriate apartment(s) in a manner consistent with the image of the property and relevant to the prospect.
• Use knowledge of property and community to overcome prospect objections.
• Follows up on undecided prospects.
• Maintains a waiting list of prospective tenants.
• Implements lease renewal procedures.

4. Tenant Management

• Prepares lease packages.
• Supervises movein and moveout procedures.
• Reviews and handles resident complaints.

5. Financial Reporting and Control

• Prepares purchase orders
• Reports payroll information to Human Resources according to Volunteers of America Pennsylvania procedure.
• Prepares and maintains inventory of all equipment and supplies.
• Assist in the preparation of daily bank deposits.

6. Administration

• Supervises office administrative staff.
• Supervises maintenance of property files and records.
• Handles any emergency that may arise on site.
• Communicates all problems and makes recommendations to Regional Manager.

7. Additional responsibilities

• Maintain compliance with VOA Pennsylvania and HUD policies and procedures
• Ensure that all duties are carried out in a timely and orderly fashion so that VOA Pennsylvania functions in the most efficient manner possible
• Other duties as assigned

Knowledge, Skills and Abilities

• Education: High School education and Accredited Resident Manager (ARM) or equivalent. Applicants must have at least 5 consecutive years of experience as a site manager.
• Comprehensive knowledge of HUD guidelines, Fair Housing laws, and other applicable regulations.
• Ability to handle finances and work within a budget.
• Excellent computer skills with willingness and capability to learn new programs. Experience in Realpage/Onesite strongly preferred.
• Demonstrate integrity on personal as well as professional levels.
• Excellent communication and customer service skills.
• Attention to detail.
• Ability to interact with a wide range of people.
• Ability to solve problems involving residents, personnel, finances, equipment failure, emergency situations, etc.
• Ability and willingness to substitute for any position when needed.
• Ability to maintain a current driver’s license in the State of Pennsylvania and appropriate insurance as the CA may need to make use of their personal vehicle for workrelated duties.

Working Conditions

The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Interacts with staff, residents and possibly family members, regulatory agencies and vendors. May be subjected to interruptions throughout the day. May be subject to hostile and/or emotionally upset staff and/or residents.

About Volunteers of America of Pennsylvania

Volunteers of America of Pennsylvania’s (VOAPA) ministry of service is to empower vulnerable communities, families, and individuals through support and resources that lead to health and stability. We use evidence-based, data-driven information to develop community-based, contextualized, holistic, and empowering interventions. Our core values are: Person-Centered; Empowering; Community-Based; Responsive. VOAPA has regional offices located in Northeast, Lehigh Valley, Central, and Southwest Pennsylvania Communities.