The Area Manager is responsible for operational activities and management of properties. Focal points of this position include occupancy, rent collection, completion of work orders, office management, resident services, relations in the property and overall supervision of site based staff. The Area Manager will have oversight of multiple properties and is required to be on-call 24 hours a day. This position is the first point of contact for emergencies, including but not limited to maintenance, resident and staffing issues. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.
- This position requires a criminal background check to be conducted as part of the pre-hire process.
Essential Duties and Responsibilities:
- Meets occupancy, collections, regulatory and budgetary responsibilities as set forth by the Director of Property Management.
- Oversees the entire day to day operations and assignments of site based staff at all properties within assigned area.
- Reviews interoffice memos and other correspondence; maintains petty cash funds; attends departmental meetings.
Occupancy & Physical Site Management:
- Coordinates and oversees staff preparation and routinely provides inspection of unit vacancies for leasing with minimal time of turn-over
- Responsible for reviewing and ensuring the ongoing site operations, including leasing interviews, inspections, processing resident vacancies and assisting asset management department with initial and interim re-certifications.
- Assist asset management with lease signings, tenant occupancy agreements, tenant-related subsidy documents, and monthly vouchers, including contracts for service to the property.
- In addition to supervising site based staff, Area Managers also respond to inquiries about properties and vacancies and conducts tours of the housing development(s).
- Effectively market the property to ensure compliance and a positive community image.
- Oversees maintenance issues by making periodic inspections of the development; reviews maintenance reports and spot checks work; encourages resident input on maintenance needs and improvements; distributes work assignments to maintenance personnel; investigates complaints on maintenance work, and records monthly maintenance repairs.
- Monitor staff and vendor compliance with OSHA standards and follow organization protocols for reporting work site exposures.
- Makes recommendations to Director of Property Management regarding operational issues or other areas of concern
- Create and manage budgets for assigned properties, in close collaboration with the Director of Property Management and the Financial Accountability department.
- Authorizes purchase requests; ensures expenses are within budget; and completes annual inventory.
- Manages site staff in regards to rent collection, follows protocols for collection of rent from residents and third party payer for subsidized units; refers residents to social services (on-site, when available) if expressing financial duress; follows eviction procedures and protocols for non-payment violations; represents the organization at court to present relevant documentation for eviction proceedings.
- Monitor expenditures for the assigned property, including maintenance, operations and personnel expenses, including over time usage and costs.
- Manage petty cash; requests and documents spending in accord with FAS policy.
- Manages buildings that have subsidized programs, including but not limited to Housing Choice vouchers, commercial occupants and organizational tenants.
- Foster and model a customer service culture among staff at development site(s) reflecting the organization’s ethics, Philosophy of Care, and values.
- Directly or indirectly facilitates the resolution of problems presented by tenants in a timely manner; Ensures front desk staff receive crisis prevention training and coaches staff on strategies and techniques for addressing most frequent complaints; Ensures staff are aware of protocols for escalating problems to PM, or grievance procedure and other formal routes for resolution.
- Act as mediator between residents and site staff in events of grievances and follow up promptly.
- Prepares monthly newsletters, attends tenant meetings, or other community building/information sharing efforts, where appropriate.
- Refers residents to Social Services or Resident Services staff, as appropriate.
- Communicates with residents on various issues including but not limited to maintenance and improvement priorities and changes in rules and regulations, during monthly resident meetings.
evict residents for undesirable characteristics; appears on court to present evidence on undesirable resident behavior
- All units leased according to organizational policy, including obtaining per-approval on all applicants
- Work with Asset Management Department to work with the asset management department to ensure that all compliance requirements are completed met, accurately and in a timely manner, to ensure property is in compliance.
- Collaborates with Employee Services, Financial Accountability Services, Communications and other internal resources, as required.
- Regularly meet with on site supportive services to ensure proper communications and outcomes for participants are met.
- Meets internal reporting requirements in a timely manner; Monitors electronic and hard data collection for accuracy; Compiles data from multiple sources and synthesizes for analysis and reporting to senior management, funders, and/or other relevant stakeholders.
- Must engage in continuous learning opportunities, especially those related to assigned “areas” including but not limited to subsidy programs, compliance, and other regulatory requirements.
- Supervises on-site employees, as assigned.
- Responsible for supervision of all on site staff and delegation of work assignments to site managers.
- Hires, orients and trains staff; completes performance evaluations and independently initiates disciplinary action when necessary. Consults with Director of Property Management and Employee Services for approval prior suspension or termination of staff.
- Records time and attendance on subordinates, assigns work, including coordination of scheduling with Site Managers.
- Trains and orients new Site Managers and oversees properties during their absences.
- Works together with other Area Managers and oversees their properties in their absence.
- Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
- Other duties as assigned.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school diploma/equivalent and 6 years of experience in Property or cross discipline Project Management; Experience must include 2 years directly managing Tax Credit properties and 2 years relevant State Housing Authority management. Candidate is also required to have 3 years of direct staff supervision, reporting to government agencies, and budget oversight. Project management experience must include one of the following disciplines; residential management, building maintenance, fee-for-service/rent collection, quality compliance, external networking/community outreach
- Preferred Experience: with HUD funded subsidizer (i.e. CHA) and community building experience strongly preferred; experience supervising staff in a union environment; experience with vulnerable populations.
- Candidate must hold the following certifications at time of hire: COS, Tax Credit, Fair Housing
- Within one year of hire, continuous education including but not limited to: Maintenance, HUD, Compliance IDHAm CHA, or similar agencies
- Must attend the organization’s supervisory trainings and Non-Violent Crisis Intervention training on an on-going basis.
- May be required: Certified Compliance Professional in tax credit property.
Computer skills: Must be proficient in word processing, spreadsheets, e-mail, and occupancy software or web based database. Experience with YARDI, PayScan, or other Purchasing Software preferred
Physical Demands: 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.
- While performing the duties of this job, the employee is regularly required to talk and hear.
- The employee is regularly required to sit, stand and walk.
- The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
- The employee must occasionally lift and/or move up to 10 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
- The employee will be required to travel between multiple developments throughout the region. Must have access to personal vehicle.
Work Environment: 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 noise in the work environment is moderate.
Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.
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