Property Manager

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Job description

Description

• Property Operations and Performance

o Process applications, manage the assigned properties waitlist (if applicable) per program regulations, interview potential housing applicants, process applicant paperwork for property/unit qualification in a timely manner. Assist applicants in determining eligibility for housing and the type of housing which meets their needs; assist applicants in understanding required funding and HK rules and regulations, programs and services; enter applicant data and process applicants for interviews; and show available units.

o Use HK compliance and financial software for all applicable tasks assigned.

o Collect rent and tenant charges; apply late fees and other applicable charges; and ensure resident's accounts are kept current. Process payments in a timely manner and in accordance with HK policies. This includes rental payments, repayment agreements, laundry income, work order charges, etc.

o Create appropriate written notices to align with resident lease agreements as well as HK policies and procedures.

o Exceptional Customer Service; greet and help customers, provide program information to the public, staff, residents and agencies, make appropriate referrals to other HK staff; schedule appointments; and operate multi-line telephone system.

o Respond to current residents in courteous and timely manner addressing resident questions, concerns, and requests, mediate resident disputes, and respond to emergencies and lockouts.

o Assist Director of Property Management with the development and administration of operational plans in assigned areas of responsibility.

o In conjunction with the Director of Property Management, annually develop property-based budgets; facilitate resident and inter-departmental budget meetings, and assist with budget preparations.

o Support the Director of Property Management in assigned areas of responsibility such as occupancy activities, rent collection, resolution of conflicts, responding to complaints, investigating and initiating appropriate action, preparation of written reports and documentation, and maintaining records as prescribed. Assist in evaluating, prioritizing and ensuring program objectives are being met, including review of occupancy reports, aged receivables, and open work order reports. Manage resident transfer requests and accommodation requests to ensure compliance with established policies. Manage the overall eviction process for non-payment, and for-cause evictions. Establish and maintain effective working relationships among a widely diverse group of residents, staff, agencies, and the community at-large.

o Manage lease enforcement actions as established by the Director of Property Management to mitigate criminal activity, fraud, and deterioration/destruction of leased premises and poor rent payment patterns. Mitigate complaints, receive reports of violations, determine and implement appropriate action. Refer residents to appropriate service providers, and submit reports as designated by the Director of Property Management. Investigate and document case materials for representing HK in legal matters such as court proceedings, physical evictions and grievances. Coordinate witnesses, as necessary for hearings.

o Assist in procedure development and implementation. Prepare and maintain a variety of reports, records and files related to assigned activities and personnel. Schedule and/or coordinate translation and interpreter services as needed.

o May conduct, or provide oversight of inspection of community facilities, grounds, residential units and vehicles as assigned reporting outcomes, and take remedial actions, or initiate work orders or recommendations to preserve established standards; assure staff and resident compliance with HK policies; work with maintenance staff to identify, prioritize, and evaluate repairs and/or improvements at assigned properties.

o Ensure the property is a safe, enjoyable place to live, efficiently operated, an attractive asset in the neighborhood, a good neighbor, and fully compliant with all governing program rules and regulations such as the Washington State Landlord Tenant Law and other funding agency requirements.

o Operate computer equipment to enter and retrieve data, maintain records and generate reports; type memos, bulletins, letters, and notices; prepare agenda items and related materials; and compose and edit correspondence.

o Maintain tenant selection, leasing and lease enforcement records.

o Conduct physical inventories of all units.

o Monitor site daily by walking property and checking for any needed repairs.

o Conduct regular meetings with residents, resident organization, police, and neighborhood organizations to ensure open communication and positive relations.

o Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries to supervisor immediately; complete and submit incident/accident reports as required; report hazardous conditions and unsafe work practices to supervisor; and follow all safety and health guidelines, practices, policies and procedures.

o Promote cost-effective use of the organization's resources.

o Maintain HK and resident confidentiality.

• Supervisory Role

o Work with Human Resources and other HK staff to recruit, interview, and select new staff members;

o Supervise assigned Property Management staff;

o Perform employee evaluations, address work performance issues, and disciplinary measures in accordance with HK Personnel Policy;

o Assess and monitor staffing needs, training needs, program structure, and work schedules;

o Review and approve leave requests, and certify staff time for payroll;

o Respond to needs and concerns of staff.

o Training; provide new and current assigned staff with current practice and policy documents as well as on-site training time as needs arise.

• Program Compliance

o Complete all move in certifications according to program regulations and HK policy.

o Complete all household recertifications according to program regulations, HK policy, and in a timely manner.

o Be present for all funder inspections on assigned properties and in conjunction with the assigned Director of Property Management, respond to any findings or questions from funder/inspector within the given time frame.

o Assist in monthly and annual funder/program compliance reporting such as MINC, PIC, TRACS, and WBARS.

• Communication

o Complete and submit monthly Board updates to the Director of Property Management;

o Complete and submit monthly property performance reports to the Director of Property Management;

o Develop and prepare correspondence as necessary and respond to resident complaints in a timely manner;

o Develop and maintain an effective outreach and marketing plan for leasing of units.

o Return emails and phone calls in a prompt manner.

o All communication representing HK must be professional and in a workplace acceptable tone.

o Alert management of any assistance needs immediately.

o Employees shall present ideas clearly through various means, identify and share important information in a timely manner, and be knowledgeable, current and respectful in communicating information or sharing concerns. Employees will not use harsh language or aggressive gestures in conversation with others.

• General

o Maintains consistent and reliable attendance with the ability to arrive to work on time.

o Participate in inspection and audit processes as needed.

o Observe/follow guidelines on confidentiality rights of residents and respect their privacy.

o Maintain accurate record of hours worked and turn in timesheets and mileage records on schedule.

o Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries to supervisor immediately; complete and submit incident/accident reports as required; report hazardous conditions and unsafe work practices to supervisor; and follow all safety and health guidelines, practices, policies and procedures.

o Contribute to and support a positive, team-oriented work environment.

o Meet required timelines and deadlines.

o Perform other job-related duties as assigned.

Requirements

Minimum Qualifications:

o High school diploma or equivalent required.

o Excellent written, verbal and listening communication skills.

o Must have experience and be able to use the following modern office business equipment: Computer, Telephone; Copier; FAX machine; and other equipment as technology evolves and needs arise; as well as Microsoft Office programs Excel, Word, Outlook, and Publisher.

o Possession of, or the ability to obtain and maintain throughout employment, a valid Washington State driver's license with fully insurable driving record and auto insurance.

o Ability to pass a criminal background check for positions where the employee will or may have unsupervised access to children, developmentally delayed persons or vulnerable adults. The employer will need to obtain the proper background and criminal history information pursuant to RCW 43.43.830/832.

Ability To:

o Negotiate resident contracts.

o Get along with others effectively; to manage conflict; to participate as a team member; and to give and accept feedback constructively
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