Apartment complex SITE MANAGER
The Site Manager is
directly responsible for all property operations and conducting business in
accordance with company policies and procedures, HUD, Tax Credit, USDA Rural Development,
Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and other
regulatory agency requirements necessary to ensure effective fiscal, physical
and social soundness. The Site Manager will be able to communicate all
challenges affecting the operation of the property to the Regional Manager in a
timely manner.
Specific Duties and Responsibilities
Leasing Activities
o
respond
to inquiries
o
show
vacancies
o
comply
with HUD, RD, and LIHTC regulations regarding income certifications and other documentation
o
maintain
waiting lists and screen applicants following appropriate guidelines
o
conduct
regular marketing/advertising outreach in the community (e.g. VA, MUTEH, mental
health centers) according to guidelines
o
verify
tenant income, assets, household characteristics, and circumstances that affect
eligibility
o
prepare
and process leases, security deposit agreements, unit inspections, and HUD, RD,
and LIHTC forms for incoming residents
o
ascertain
basic resident information that would help solve routine problems or determine
a course of action in case of emergency
o
conduct
pre-occupancy orientation for new tenants
o
complete
move-in and move-out procedures
o
review/process
evictions and notices to vacate
o
ensure that lease/tenant files are formatted and completed
properly
Rent Collections
o
collect
and post security deposits and rent received in a timely manner
o
collect
late rents and late rent charges
o
issue
receipts for money collected
o
ensure
bank deposits are made immediately and reported to corporate office
o
negotiate
schedules for overdue rent with prior approval of Regional Manager
o
issue applicable notices (e.g. late payments, eviction
notices, utility cut-offs)
Administration
o
maintain
positive customer service attitude
o
responsible
for office opening on time according to posted office hours
o
enforce
lease agreements and house rules
o
live
on site and provide emergency on-call coverage (if applicable)
o
perform
annual income re-certifications and issue rent increase notices
o
attends scheduled corporate management meetings
(required)
Property Maintenance
o
supervise
maintenance staff and work performed
o
monitor
and/or supervise contracted services and vendors
o
conduct
move-in/move out inspections
o
perform
a daily inspection of the overall curb appeal of the property and report
any damage/problems related to maintenance, security, or safety
o
contact
vendors/contractors to obtain bids/estimates (if applicable)
o
purchase
supplies, equipment and/or services as needed for repairs
o
process
and prioritize maintenance work orders, schedule preventive maintenance to be
completed by on-site staff
o
arrange
and conduct monthly inspections and repairs of all units, including vacant
units
o
maintain
information about basic structural data, including the location of fire equipment,
water main, sprinkler shutoff valve, gas main, fuse boxes and/or breakers, and
heat controls
o
perform
annual inspections of each unit for needed repairs
o
inspect
common areas to ensure they are being utilized properly, clean, and secure
o
maintain a sanitary and pest-free living
environment
Record-Keeping/Reporting
o maintain
accurate accounting records including tenant ledgers, petty cash, and security
deposits
o
ensure
quarterly calendar activities are conducted (e.g. Crime Prevention)
o
communicate
challenges affecting operations to the Regional Manager
o report all
liability and property incidents (including injuries) to Corporate office immediately
o maintain
a written record of all important or unusual events including emergencies, tenant
problems/complaints, maintenance problems, and inspections
o provide Regional
Manager with a monthly formalized summary of building operations every 3rd
Monday to include: a summary of move-ins, move-outs, rents past due, and
actions taken, and the weekly maintenance schedule
Other Duties
o meet
with tenants for informational purposes (e.g. notice of regulatory visit)
o disaster/emergency
preparedness planning with assistance from Corporate Compliance
o
perform other appropriate duties as
assigned by Regional Manager
Site Manager Compensations/Accommodations
o The Site
Manager shall be an employee of J&A, Inc. and shall be compensated for
services rendered with a salary determined by J&A, Inc.
o The Site
Manager shall be covered under the J&A, Inc worker's compensation plan and
other benefits negotiated between the Regional Manager, Human Resources and the
employee.
o The Site
Manager shall be notified of all the benefits under the adopted plan.
o
IF the Site Manager is required to live on-site,
he/she will be provided a free rental unit and is exempt from the requirements
of the landlord/tenant law. It is considered a tenancy for a specified period
only (e.g. employment), and will end on the same day that employment is terminated.
Reasonable effort will be made to give the Site Manager sufficient time to
move, but as the efficient operation of the property is predicated upon the
presence of a Site Manager, the transitional period necessarily must be very
short. This is a condition of employment as a Site Manager. It is expected that
the Site Manager will negotiate reasonable terms with the Corporate Office and
move expeditiously, even if his/her termination is involuntary. In a rare
circumstance when an ex-Site manager refuses to leave and efforts to negotiate
vacancy of the manager's quarters fail, the Company will be forced to consider
the person a trespasser and call the police for assistance.
Knowledge/Skills
Preferred
o
High
school diploma or equivalent
o
Experience (2+ years preferred) in
LIHTC property management
o
Knowledge of Microsoft Office
Suite and Property Management software (e.g. Yardi, Real Page).
o
Valid State Issued Drivers’
License
o
Basic knowledge of bookkeeping
o
Certification or training in
property management, LIHTC, COS, or RD training
o
Introductory knowledge of the following initiatives (minimum):
Ø HUD, RD,
and LIHTC guidelines and IRS rules and regulations specific to assigned
property
Ø Local,
state and federal safety regulations and building codes
Ø Relevant
legislation, (e.g. ADA, Fair Housing)
o
Good written and verbal communication skills
o Ability to
interact with a wide variety of people (e,g. staff, tenants, local agencies,
contractors, attorneys and Owner)
o
Ability to take initiative and
think independently
Desirable
Additional Qualifications
1.
Experience in re-certification
2.
Knowledge of Section 8,
RD, HUD, and Tax Credit regulations
3.
Background
in supervision and successful track record of accomplishments.
4.
Community services
background related to specific tenant population being served e.g. handicapped,
elderly, homeless, veterans
Difficulty
1.
Complexity — As
indicated in section IV, a wide variety of skills is required to be a good Site
Manager. This position requires continuing education to keep abreast of changes
in government regulations and HUD guidelines.
2.
Scope and effect — As the
most visible management representative to those being provided with services
(housing), the Site Manager's job proficiency has a strong impact on the
atmosphere and success of the property.
J & A INC is an EEO Employer - M/F/Disability/Protected Veteran Status