Montana Veteran Jobs

Job Title: Property Manager Supervisor: Asset Manager
Revision Date: 5/10/2022 Job Location: On-Site

Position Overview

The Property Manager is responsible for the daily operations of the assigned apartment community and to ensure that the property is compliant with Missoula Housing Authority standards in addition to local, state, and federal regulations including but not limited to Landlord/Tenant Act and Fair Housing. The Property Manager is required to manage and resolve all property-level management issues. This individual should be familiar with multi-family housing management and related terminology, budgeting, housing agency regulations and have a commitment to excellence in customer service. Additionally, the Property Manager will be responsible for meeting property ownership/partner financial goals through successful execution of the business plan and adherence to the operating budget. This property set will include an element of Permanent Supportive Housing which will require an element of coordination with Supportive Services to ensure the success of the tenants.

Essential Job Functions & Core Competencies

Leasing activities - Including but not limited to:
• Market units as soon as notice to vacate is turned in.
• Meets with applicants to complete necessary paperwork for LIHTC/HOME other programs.
• Documents and third party verifies according to HUD 43-50 guide, income and asset verifications for income eligibility.
• Runs criminal and credit checks on all applicants through current reporting agency.
• Approves or denies applicants in writing based on MHA policy and procedure.
• Coordinates any requested transfers according to LIHTC rules and regulations and MHA policies and procedures.
• Showing units to interested parties.
• Enters move-in into software system prior to the tenant receiving keys to the unit.
• Creates tenant files with all necessary documentation including:
o Leases/applications/Move in forms/initial inspection forms (HOME program).
o Tenant Income Certification/50059 and all documents used in determining program eligibility, rent and utility calculations.
o Annual recertifications and any documentation used in determining ongoing program eligibility.
o All correspondence regarding lease violations, notices to tenant.
o Input information on all tenants into Yardi and COL (Certifications OnLine—state LIHTC database).

• Annual Recertifications:
o Conducts annual recertification no earlier than 120 days of initial move-in date and no later than annual move-in date.
o Annual inspection of all units. Helps coordinate biennial inventory of all identified equipment in all units and offices/storage spaces.
• Inspections:
o Move-in inspections of new tenants. Unit Condition report must be in every file.
o Annual inspections to determine condition of unit and help identify any maintenance issues. Annual inspection report to be completed for all units.
o Move-out inspections: to be completed prior to the day of move-out to assess any cleaning/damages that tenant will be responsible for and to assess condition of unit for maintenance turnover.
• Move-outs:
o Process tenant move-out and security deposit disposition to tenant ledgers within 10-30 days after move-out. Ensure all moves are processed in the software system as they happen.
• Financial:
o Maximize property financial performance through effective collections and revenue growth strategies, expense management and retention programs.
o Actively participate in compiling and monitoring annual budget information.
o Responsible for entering into contracts for services beyond regular everyday maintenance according to MHA procurement policies, such as: lawn/landscape, snow removal, contract cleaning, contract plumbing, contract electrical issues that are beyond the scope or ability of property-based maintenance to address.
• Reporting:
o Will monitor and complete monthly reporting to Asset Manager regarding monthly/quarterly/annual analysis of financial health of property. Using:
 Physical Occupancy reports:
• Unit vacancy report
• 12-month occupancy report
 Financial reports:
• As requested by the Asset Manager and/or Finance Director

• Maintenance:
o Monitors maintenance activity of assigned maintenance technician, including, but not limited to:
 Creating move-in and move-out work orders.
 Creating tenant requested work orders.
 Assuring that preventative work orders are being created and completed.
 Identifying new/ongoing maintenance issues with maintenance technicians.
• Tenant relations:
o Enforce lease policies.
o Receives tenant complaints. May work with other staff in recommending needed action/referral to social services as needed/appropriate.
o Issues Notices for various work/issues (e.g. maintenance/inspections/late rent)
o Issues lease violations/warnings.

• Marketing/Retention:
o Promote customer satisfaction by maintaining the highest standards of cleanliness and curb appeal and always interacts courteously and professionally with current and potential residents.
o Conduct pre-move in and post-move out apartment inspections and ensure timely completion of quality unit turns.
o Create and execute strategic marketing plans to attract and retain residents.
o Understand the local rental market and economic factors affecting occupancy and leasing; regularly shop other properties within submarket to maintain up-to-date knowledge of direct competition.
o Understand, embrace, and utilize various marketing platforms as directed by Asset Manager.
o Address resident concerns including but not limited to property repairs, tenant disputes, renewal offers, etc.
o Implement programs to promote resident retention and minimize turnover, including but not limited to regular resident functions, resident surveys, service request follow ups.
o Provide excellent customer service to all prospects, residents, suppliers, and employees.
o Foster a positive, active, and collaborative relationship with residents, other communities, and associated agencies.

Position Requirements

• Knowledge of HUD and LIHTC assisted housing regulations, policies, and procedures.
• Knowledge of Fair Housing, Equal Opportunity, and Nondiscrimination laws and regulations.
• Ability to conduct oneself professionally in dealing with diverse populations.
• Skill in managing and monitoring staff activity.
• Ability to provide effective management, supervision, and leadership to assigned staff.
• Solid understanding of financial statements and operating budgets.
• Skill in understanding, interpreting, explaining, and applying detailed and complex regulations, policies and procedures governing the administration of assisted housing programs.
• Skill in defining issues, collecting data, evaluating alternatives, and developing sound conclusions and recommendations.
• Ability to organize work, set priorities and exercise sound independent judgment consistent with the Housing Authority’s mission and applicable policies and guidelines.
• Skill in problem solving, negotiating, and coordinating people and programs.
• Knowledgeable of managing multiple programs.
• Ability to make immediate decisions to resolve problems using common sense while maintaining the integrity of company policy.
• Ability to work successfully with a variety of personality types and successfully resolve conflict with potential and existing residents, as well as employees.
• Skill in maintaining records and preparing written reports.
• Exceptional customer services and sale abilities.
• Skill in preparing, monitoring, and implementing budgets.
• Familiarity with standard office equipment, including personal computers, multi-line telephones, copying machines, and fax machines.
• Skill in establishing and maintaining highly effective and courteous working relationships with managers, clients, landlords, owners, representatives of other public, private, and social service organizations, volunteers, contractors, employees, the public and others encountered in the course of work, some of whom may be upset, dissatisfied and/or abusive.

Qualifications

Bachelor’s degree in public administration, business, social science, or related field and two (2) years’ experience in housing or a closely related field. An equivalent combination of training and experience which provides the required knowledge and abilities may be substituted for the educational requirements. Two (2) years of supervisory experience is desirable. Must have or obtain within 6 months of employment, Tax Credit Housing Manager Certification. Possession of, or ability to obtain, a valid Montana Driver’s License, a driving record acceptable to insurance carriers, and personal vehicle available for transportation to sites (mileage reimbursed at federal rate).

Montana Jobs