Job Title: Property Manager
FLSA Classification: Exempt
EEO Classification: Technician
Salary/Pay Grade: $45,545.00 - $63,044.00
Reports to: Director of Property Management
Manage the day-to day operation of assigned property(ies), in accordance with our Standard Operating Procedures, HUD regulations and guidelines and JHA's Property Management Basic Guide. These include managing the rent collection process, inspections, work order process and budget management Assist and encourage residents to become self-sufficient by referring to programs directed toward self-sufficiency. Coordinate maintenance through the use of onsite maintenance personnel or contractors. Maintain continued occupancy by conducting inspections to ensure compliance with all applicable rules and regulations and conducting inspections to assure that all equipment is in proper working order and that vacant apartments are ready for occupancy.
Essential Job Functions
A. Prepare, maintain, monitor, and update financial and other records, including annual recertification, collection of rent and other charges and budget
- Collect rent and other charges from residents and enter corresponding data into computer system.
- Process requests for rent adjustments in accordance with established procedures, including obtaining verifications, entering information into computer, etc.
- Prepare and monitor site budget.
- Post charges associated with work order, late charges, etc. by entering them in computer and generating notices for residents.
- Follow-up delinquent accounts and pursue collections in accordance with established procedures.
- Prepare reports in accordance with established procedures.
- Monitor expenses to ensure spending is within guidelines.
- Order supplies needed for maintenance and office.
- Maintain tenant files and related documentation regarding continuing eligibility and adjustments.
- Work order management.
B. Maintain a high level of continued occupancy by leasing property in a timely manner, making appropriate adjustments, addressing resident concerns in a professional manner, enforcing property rules, lease requirements, and maintaining associated records
- Communicate with residents as needed to inform of policies, procedures, rules, and regulations.
- Issue ban letters, as needed.
- Lease units by showing property, reviewing, and signing lease, collecting deposits, etc.
- Establish and maintain a waiting list of applicants.
- Coordinate vacancy preparation in order to minimize time units are vacant.
- Ensure that properties and grounds are maintained properly by onsite maintenance personnel or contractors.
- Generate work orders in response to requests for repairs from residents, coordinate completion of repairs, and close out work orders in accordance with established procedures.
- Conduct property inspections, including move-in, move-out, housekeeping, and grounds in order to assure adherence to established standards.
- Maintain records of the status of assigned units, e.g. filled, vacant, anticipated vacancy, etc.
C. Assist residents with special problems and promote amicable tenant relations
- Counsel resident who are not complying with the terms of the lease and concerning delinquent payments.
- Refer residents with special problems, such as economic, social, legal, health, etc. to groups or agencies that provide assistance, or to resident initiatives coordinator, as appropriate.
- Maintain liaison with resident services to assist with resident activities, address
- specific problems, plan meetings, or support activities as appropriate.
- Resolve conflict and complaints among residents, if possible, in order to avoid grievances.
- Recommend eviction if resident behavior warrants and prepare related documentation to support recommendation.
- Participate in hearings and appeals as needed.
D. Supervise assigned maintenance personnel
- Participate in pre-employment interviews and make hiring recommendations as needed
- Interpret and apply JHA personnel policies, departmental policies, and other relevant policies and procedures.
- Review time and leave reports for assigned staff.
- Train or assist in training assistant housing managers, and housing managers, as needed.
- Prepare and review performance appraisals and discuss with subordinates as appropriate.
- Counsel employees regarding job performance and document in accordance with established procedures.
- Recommend disciplinary action as needed.
- All other tasks and duties as assigned.
Education and Experience
Bachelor's degree in management, business administration, social science area, or closely related field or an equivalent combination of education and experience. Experience in property management and experience involving public contact preferred. Must obtain certification as a Public Housing Manager, or equivalent, within 12 months of employment.
Required Knowledge, Skills, and Abilities
- Knowledge of Department of Housing and Urban Development (HUD) rules and regulations that apply to property management.
- Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, OSHA Standards, local and state building codes.
- Knowledge of basic building maintenance, fire prevention and liability reduction principles.
- Knowledge of basic office practices, procedures, and equipment.
- Knowledge of the principles of management and supervision.
- Knowledge of the operation of authority computer system and software.
- Knowledge of the agencies that provide assistance and services to residents, including some knowledge of eligibility requirements.
- Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments.
- Ability to maintain required records such as tenant files, vacancy reports, etc.
- Ability to read and interpret policies and guidelines in order to make sound decisions.
- Ability to prepare clear concise reports and make appropriate recommendations within scope of responsibility.
- Ability to generate records, receipts, and reports efficiently using a calculator and the computer system.
- Ability to establish and maintain effective work relationships with peers, superiors, residents, community service agencies, and the public,
- Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
- Skilled in analyzing situations in order to identify problems and offer possible solutions.
- Skilled in communicating with all types of people in a wide variety of situations.
Commitment - Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success conveys a sense of urgency and brings issues to closure; and persists despite obstacles and opposition.
Customer Service - Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.
Effective Communication - Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; and listens effectively.
Responsiveness and Accountability - Demonstrates a high level of conscientiousness; hold oneself personally responsible for one's own work; and does fair share of work.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; attends, supports, and participates in all team building exercises and events.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others, works with integrity and ethically; upholds organizational values.
Interpersonal Skills - Focuses on solving conflict, not blame; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
Judgement - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary, to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offer help when needed.
Adaptable/Flexible Skills - Ability to work additional hours, if required, and work with pressing deadlines and being task oriented. Proactively seeks work assignments when current assignments have been completed-takes initiative- and is challenged by full workloads. Willingness and flexibility to manage multiple tasks simultaneously while handling a variety of responsibilities is essential.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work is primarily conducted in an office environment, with interaction with external/internal clients.
Other: Must possess a valid driver's license and be insurable by Jacksonville Housing.
Position Reports to: Director of Property Management
Leadership Accountability: Yes
Supervisory Accountability: Yes
Organizational Accountability: Yes
Financial Accountability: Yes
Customer Accountability: Interfaces with customers internally and externally.
We anticipate hiring at the minimum of the respective pay grade per contractual obligations.
We are an EOE & DFWP. A successful applicant will be required to pass a background check including but not limited to employment history, criminal record and driving record, and may be subject to a pre-employment drug screening.
This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.