Property Manager

Job Summary:

The Property Manager reports directly to the Director of Operations and is responsible for the daily operations of the assigned property, oversight of the maintenance and upkeep of the property, rental payments, and compliance and monitoring in accordance with established and applicable Department of Housing and Urban Development (HUD) and other subsidized housing regulations and guidelines.

The Property Manager works to establish and maintain positive and productive relationships with all residents of the property while ensuring consistent application of all 3 Keys, Inc. and property policies and procedures.  The property manager will also work to establish and maintain positive and productive relationships with supportive service providers, community members, government agency representatives, industry professionals, suppliers, vendors, outside contractors, maintenance personnel, and all 3 Keys, Inc. staff and volunteers.

Duties and Responsibilities:

The 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 application process  for prospective residents to include:  greeting, assisting in qualifying prospective residents; giving property tours; and preparing application paperwork

·       Conducts orientation of new residents including showing units, explaining the lease, and discussing resident responsibilities, including housekeeping and maintenance requirements, and reviewing applicable policies and procedures with new residents.  Ensures all necessary paperwork is completed for new residents and all data systems are appropriately updated.

·       Accurately maintains the waiting list for units and notifies applicants on the list when vacancies are expected.

·       Communicates with Supportive Service/Harm Reduction Manager regarding units available for occupancy so vacancies can be submitted to Continuum of Care (CoC) for all subsidized units.

·       Maintains a housing stability rate of over 90% by conducting move-in and move-out inspections of assigned units in a timely manner.

·       Monitors resident compliance with lease regarding payment of rent.  Accurately records rent payments and follow up with delinquent accounts. Meets with and counsels residents who are behind in rent to determine cause and works with resident to resolve through payment plans or linkage with rent assistance programs. 

·       Investigates circumstances pertaining to residents facing lease termination and holds an informal appeals hearing, per applicable procedures, and generates appropriate reports.

·       Counsels with residents as appropriate regarding violations of the lease and/or policies and procedures to achieve positive outcome.

·       Ensures all recertifications are completed accurately and in a timely manner

·       Conducts daily property inspections to: ensure safety hazards are identified and repaired; identify inappropriate activities on site and to ensure adequate security presence.  Documents daily inspections and submits reports when requested.

·       Receives and investigates resident complaints and ensures appropriate corrective actions are taken as needed and documented.  Completes periodic follow ups to ensure corrective actions continue.

·       Ensures all resident files, records and computer data bases are secured and maintained in compliance with all applicable regulations and procedures.

·       Monitors and updates files as necessary to include:  identifying income discrepancies; employment information; and multiple subsidy assistance.

·       Follow up on work orders to ensure satisfactory completion. 

·       Reviews and appropriately processes incident reports.  Develops and documents corrective actions.

·       Submits regular reports to the Director of Operations and Financial Controller as requested to include:  rent collection reports; work orders submitted and completed; incident management; end of the month reports, etc.

·       Reviews all utility bills and invoices pertaining to the assigned property in a timely manner and investigates unusual amounts (i.e. unusually high bills) or questionable invoices before submitting for payment.  Results of the investigation should be submitted to the comptroller at the time the invoices are submitted for payment. 

·       Manages purchases and expenses to ensure property budget is maintained.

·       Manages the work of subordinate staff to include: assigning tasks, reviewing work on a regular basis and providing feedback; completing performance evaluations, ensuring compliance with all applicable policies and procedures and recommending disciplinary action when appropriate.

·       Follows the Hiring Policy for filling all staff vacancies and utilizes the Hiring Checklist.

·       Ensures staff are oriented to the job, receive a copy of the job description, have access to policies and procedures and receive training as needed.

·       Effectively manages all incidents and crises occurring on the property per the Housing First Policy to include ensuring the safety of all residents and staff and the immediate notification of the Director of Operations.  If unable to reach the Director of Operations, the 3Keys CEO is to be immediately notified.

·       Submits and performs all monthly, quarterly and yearly reports to any and all government subsidized entities (i.e., Atlanta Housing Authority, National Housing Compliance, EIV, Invest Atlanta, Enterprise, etc.)