Eden Housing

Floating Property Manager

Job Code
DJOB
# of Openings
1
Category
Property Management
Eden Housing Properties
Central Office - Hayward

Summary

Under the direction of the Senior Roving Manager, responsible for the oversight of new development and major rehabbed properties. Ensures that all residents/applicants are certified in compliance with all rules and regulations set forth by Eden Housing and its affiliates, HUD, Tax Credit, investors and other regulatory bodies. Responsible for the oversight of new development and major rehabbed properties. Provides interim Property Management coverage for multiple sites during the absence of Property Manager and/or Property Manager vacancies.  In conjunction with the Lease Up Manager, the Roving Manager is responsible for coordinating and executing the lease-up process from start to finish, inclusive of marketing efforts, ongoing reporting requirements during lease-up, and ensuring all applicants are certified in compliance with all rules and regulations set forth by Eden Housing and it affiliates, HUD, Tax Credit, investors and other regulatory bodies.  Provides additional support to senior property management, compliance and asset management staff on special projects relating to lease-up and rehab process.

 

Essential Duties & Responsibilities

Physical Asset and Maintenance/Janitorial Management

  • Performs inspections of the property according to Eden policy to ensure that it is being properly maintained, that mechanical devices are in working order, and that the environment is safe and attractive.
  • Inspects exterior and interior common areas of the property monthly using approved checklist.
  • Performs annual or more frequent inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance charge-backs to residents.
  • Ensures all vacant apartment turnover procedures are followed, and that turnovers are accomplished in a timeframe and manner consistent with Eden Housing standards, and the property’s budgetary goals and limitations.
  • Reviews completed and outstanding work orders on a daily basis. Ensures the work orders are completed in a timely manner, consistent with Eden policies and procedures.
  • Prepares list of capital replacements required or anticipated, when applicable, and submits to Senior Roving Manager in advance of budget preparation.
  • Ensures adherence of the building and its contents to all applicable municipal and fire codes.
  • Prepares written recommendations for physical repairs and/or replacements, improvements, supplies, material and equipment to Senior Roving Manager.
  • Ensures the update and completion of the Material Safety Data Sheets as well as other safety related inspections and reports.
  • Ensures adherence to all maintenance requirements of Eden Housing.

 

Marketing and Leasing

  • Maintains full occupancy.
  • Markets units by preparing advertising and marketing programs in compliance with federal, state, local and regulatory requirements. Makes recommendations to improve marketing and leasing programs.
  • Assigns units in the order provided by the Waiting List and according to Eden Housing policy and procedures. Ensures the development and ongoing administration and maintenance of the waiting list is in compliance with federal, state, local, regulatory and Eden Housing requirements.
  • Reviews all completed rental applications and leases for accuracy and completeness, and for conformance to Eden Housing’s Resident Selection Policy.
  • Oversees the turnover of vacant rental units.
  • Conducts applicant interviews, verifies potential resident income, and takes deposits and rents in accordance with Eden Housing’s Resident Selection Policy.
  • Obtains appropriate documentation and completes certifications.
  • Walks a vacant apartment when completed by maintenance personnel or vendors to ensure they are clean and ready to show.
  • Walks entire property daily to be sure the common areas, landscaping, laundry, etc. are in good condition.
  • Manages move-in and move-out procedures.
  • Conducts marketing and public relations tours during office hours or by appointment, as appropriate.
  • Prepares regular market surveys, as requested.
  • Prepares weekly Vacancy Reports, monthly Budget Variance Reports, Management Overview Reports, and ensures resident lists are accurate and up-to-date at all times.

 

Resident Management

  • Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the property and as directed by the Senior Roving Manager to enhance the sense of community at the property and to enhance the public image of the property.
  • Promotes harmonious relations among residents, staff, vendors, and persons of the larger community.
  • Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
  • Develops a sense of community among property residents by maintaining good resident-to-resident relationships, staff-to resident relationships, staff-to-staff relationships, and nurturing positive interactions and activities at the property.
  • Responds to all resident requests or complaints in a timely, efficient and courteous manner.
  • Receives work order repair requests, schedules repairs with maintenance staff, and follows up to be certain repairs were completed properly and in a timely manner.
  • Manages resident evictions in compliance with court order and directions from Eden Housing’s legal counsel or Senior Roving Manager.
  • Convenes and chairs resident meetings in accordance with Eden Housing standards and requirements.
  • Coordinates with Resident Services in order to assist residents with social services needs or problems.
  • Provides a resident comment and evaluation form to each resident annually. Prepares and reviews summary for submission to Property Supervisor.  Acts on feedback from resident comment and evaluation form as directed by Property Supervisor.
  • Develops and provides support to resident organizations, as needed and as requested by resident organization.
  • Represents the property to local social service agencies and funding sources, as requested by the Senior Roving Manager.

 

Financial Reporting and Control

  • Ensures the successful day-to-day financial management of the property and maintains all necessary financial records and files in good order.
  • Collects rents and other monies, and ensures that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system using procedures set forth by Eden Housing.
  • Completes daily deposits of all monies collected.
  • Reviews all delinquent accounts and resident receivables, and determines necessary course of action to collect outstanding balances in consultation with the Property Supervisor.
  • On a monthly basis, compares lease information with monthly rent roll to ensure that the property security deposits, rents, move in dates, etc. are accurate.
  • Utilizes purchase orders when making purchases for the property.
  • Reviews the property’s monthly income and expense statement and reports any areas considered a problem to Property Supervisor.
  • Provides initial draft of the annual site budget by the deadline given annually by the Property Supervisor.
  • Maintains compliance within the budget during the fiscal year in order to ensure the fiscal integrity of the project under the direction of the Property Supervisor.
  • Prepares monthly financial packages for submission to the Property Supervisor.
  • Prepares weekly Vacancy and Delinquency Reports and submits them in a timely manner to the Eden Housing office.
  • Completes a Monthly Budget Variance Report and submits it on time.
  • Completes and submits to the Property Supervisor within 24 hours, any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit.
  • Adheres to all accounting and reporting procedures required by Eden Housing.

 

Regulatory Requirements

  • Assists in completion of all resident files at move-in and at each recertification accurately and completely.
  • Assists in timely and accurate income recertification of all residents within established regulatory guidelines.
  • Processes and maintains all resident documents and forms including leases, income certifications and recertifications, etc.
  • Assists in ensuring compliance with regulatory and/or financial partner requirements, and requests for information to include but not limited to the preparation and submission of reports in an accurate and timely manner.
  • Provides reports to Senior Roving Manager upon request.

 

Administration

  • Manages the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening and answering mail daily; coding invoices daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and that it and the staff are presentable to the public. 
  • Adheres to Eden Housing performance standards.
  • Exercises common sense, good judgment, consistency and self-control in day-to-day contact with residents and in other business-related matters.
  • Ensures consistent application of property rules and regulations, lease and lease addenda. Documents and reports all violations in the property log. 
  • Ensures proper maintenance and storage of property files and records.
  • Ensures that all property staff adhere to all systems, procedures, timelines and formats established by Eden Housing including the filing systems, business correspondence, purchasing procedures, rental collections, recertifications with proper documentation, property maintenance records, personnel procedures required, etc.
  • Collects, analyzes and reports the statistical data as requested to provide an accurate and current assessment of the property and its needs.
  • Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event. Completes incident reports and forwards to Property Supervisor within 24 hours.
  • Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.
  • Attends trade association meetings and seminars to keep up to date on trends and changing conditions, as requested and/or required by the Senior Roving Manager.
  • Communicates all problems and resolves them or makes recommendations to Property Senior Roving Manager for resolution.

 

Housing Program

  • Ensures the housing program (services and activities provided by the property) is maintained as directed by governing documents, the Board of Directors, Eden Housing, and/or the regulatory agency.

 

Other Property Management Tasks

  • Provides direct assistance and direction during after-hours emergencies, as needed.
  • Schedules and supervises fire alarm inspections where appropriate and ensures accompanying paperwork is completed.
  • Performs other activities or tasks not outlined above as assigned by Senior Roving Manager to ensure the viable operation of the property.

 

Qualifications

EDUCATION and/or EXPERIENCE

  • High school diploma or equivalent required. Bachelor’s degree preferred.
  • Experience working in an affordable housing provider and/or management company preferred.
  • Must be highly skilled in MS Office (Particularly Excel, Word and Outlook).
  • Proficiency in Yardi is preferred.
  • Knowledge and experience with TCAC, HUD, HCD, RHCP, MHP, CalHFA and HOME Occupancy and Compliance regulations required.
  • Minimum two years experience working in an affordable housing development and management company.

 

PREFERRED SKILLS and/or ABILITIES

  • Knowledge of HUD, CHFA and Tax Credit regulations.
  • Knowledge of regulatory agreements and ability to interpret same.
  • Working knowledge of applicable local and federal housing laws.
  • Strong analytical, oral and written communication skills. Effective interpersonal skills and ability to represent the company to government, financial institutions and other outside agency representatives.
  • Proven ability to conduct research, coordinate multiple projects, solve problems, prepare/update supporting documentation and maintain records.
  • Demonstrated ability to work independently and as part of a team, to exercise tact and diplomacy and maintain confidentiality.
  • Excellent decision-making, interpersonal and time management skills. Ability to work under pressure and successfully meet deadlines. Flexible, creative, well organized.
  • Computer literate. Proficient in Word and Excel.  Experience with property management software (preferably YARDI).
  • Ability to handle shifting and multiple priorities in a fast paced, growth environment.
  • Experience working with diverse groups, i.e. staff, residents, outside contacts.
  • Must be able and willing to travel to all company locations to carry out duties and responsibilities associated with compliance and occupancy issues. Commitment to the companies’ goals and philosophy.

 

CERTIFICATES, LICENSES, REGISTRATIONS

  • Fair Housing Certification or attainment within three months of hire.
  • Current HUD certification or attainment within six months of hire.
  • Current tax credit certification or attainment within six months of hire.
  • Must have reliable automobile transportation and a valid California Driver's License and insurance.

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