Assistant Property Manager (3636)

HOUSING AUTHORITY OF THE CITY OF NEWARK•Newark, NJ

5d•$46,634 - $46,634•Onsite

About The Position

The Assistant Property Manager supports the Property Manager. Under direction of the Property Manager, incumbent performs applicant screenings in accordance with NHA procedures, making decisions on applicant acceptance or rejection. This role coordinates unit offers and showings, handles pre-leasing activities, and all functions pertaining to marketing and leasing apartments. It also coordinates move-in activity with site management, may lead a small clerical unit, and performs related work as required. As needed, this position assists in other department activities. The Assistant Property Manager supports all Authority operating departments and serves as the front line for eligibility/recertification at the property management office, maintaining 100% completion and accuracy monthly. They are responsible for the monthly 100% upload of recertification into the HUD PIC system with no errors. This role maintains clear and consistent communication with outside agencies, tenant groups, and internal NHA departments, and communicates effectively with staff, clients, vendors, and external contractors, maintaining a positive image of the Authority. They support the Property Manager and Maintenance Supervisor in resolving customer complaints promptly. The position manages mail, telephone, and electronic communication systems, forwarding correspondence appropriately. General office duties include typing/data entry, correspondence, filing, faxing, copying, compiling work orders, and rent collection reports. The Assistant Property Manager assists the Property Manager with processing accounts payables and receivables, provides supporting data for reports, and assists with the interview process for new housing applicants. They provide recommendations and guidance for the tenant “lease-up” program and process, and maintain tenant files in accordance with NHA policies. This role confers with managers regarding unit turnover and cleaning status. In the Property Manager's absence, they lead the operation of assigned property(ies), ensuring quality, occupancy, cost, and revenue goals are met, properties are maintained in decent, safe, and sanitary condition, work is organized, and effective work methods are developed. They partner with internal and external resources to maintain high property performance standards. The position receives and processes rent payments and security deposits, inputs and retrieves computerized data on vacancies, and provides tenant orientation on maintenance and regulations. They investigate and verify family composition, income, rental history, and housekeeping methods, implement apartment transfer procedures, and respond to inquiries. Leases are prepared and distributed for signature. A sufficient level of rentals is maintained, including tenant folders for new rentals and transfers. The role supports all department activities and works as a team member, performing other assigned duties.

Requirements

Extensive knowledge of Authority structure, key functions, staff, policies and procedures of the Authority and their impact on the position.
Knowledge of applicable Federal, State and Local and HUD laws, rules, regulations, codes and guidelines as they relate to landlord-tenant operations.
Demonstrated knowledge of general real estate practices.
Knowledge of daily property management operations.
Understanding of occupancy standards and processes, and ability to understand the Authority’s Admissions and Continued Occupancy Policy and associated procedures.
Demonstrated ability to work with a diverse, low-income population.
Knowledge of “up front income verification” and “Rental Integrity Monitoring”.
Ability to determine maintenance and repair needs.
Ability to effectively respond in a timely manner to the handling of emergencies during working and non-working hours.
Ability to determine special resident needs and to make social agency contacts and referrals as necessary.
Ability to prepare financial feasibility analyses, conduct research and prepare narrative reports and proposals.
Ability to develop business and strategic plans.
Associate's degree (A.A.) or equivalent from two-year college or technical school (Bachelor’s Degree preferred) and a minimum of 3 to 5 years progressive experience as an administrative assistant or recertification clerk in a fast paced environment, preferably in real estate or property management; experience in interviewing, securing, verifying information, making eligibility determinations and investigating applicants; and an experience in marketing or leasing apartments; or an equivalent combination of education and experience.
Receipt of Certified Occupancy Specialist – Public Housing (COS-P) within 1 year of employment.
Experience in public sector, customer service a plus.
Ability to read, analyze, and interpret budgets, financial reports, operating schedules, and governmental regulations.
Ability to conduct research.
Ability to write proposals, narrative reports, correspondence, and procedure manuals that are generally error free.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, percent and basic statistical data and to draw and interpret bar graphs.
Ability to solve complex problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Strong computer skills (MS Word, MS Excel).
Must be able to learn other recording, information systems, or computer software as necessary.
Must possess a valid New Jersey driver’s license.

Nice To Haves

Bachelor’s Degree preferred
Experience in public sector, customer service a plus

Responsibilities

Applicant screenings in accordance with NHA procedures
Making decisions on the determination of the acceptance or rejection of applicants
Coordinating unit offers and unit showing
Pre-leasing activities and all functions pertaining to marketing and leasing apartments
Coordinating move-in activity with site management
May take the lead in a small clerical unit
Assists in other department activities as needed
Reviews, interviews, and submits recommendations on resident eligibility for NHA housing services
Reviews information and applicant data to determine applicant program eligibility
Interviews candidates as necessary
Requests additional documentation and/or references as needed
Serves as the front line person for eligibility / recertification at the property management office
Maintains 100% completion and accuracy of the recertification / eligibility process on a monthly basis
Responsible for monthly 100% upload of recertification into the HUD PIC system with no errors
Maintains clear and consistent communication with outside agencies, tenant groups, and internal NHA departments
Communicates effectively with staff, clients, vendors, and external contractors
Maintains positive image of Authority
Supports the efforts of the Property Manager and the Maintenance Supervisor in the completion of their duties to ensure that customer complaints are resolved in a timely manner
Manages mail, telephone, and electronic communication systems
Forwards and directs all written or verbal correspondence to the appropriate party in a timely manner
Performs general office duties such as typing/data entry, correspondence, filing, faxing, copying, compiling work orders and rent collection reports
Assists Property Manager to process accounts payables and accounts receivables according to Newark Housing Authority fiscal policy
Provides supporting data, materials and documentation and helps prepare reports as required
Assists Property Manager with interview process of all new housing applicants
Provide recommendations and guidance for tenant “lease-up” program and process
Maintains tenant files in accordance with NHA policies and procedures
Confers with managers and/or superintendents regarding the status of unit turnover and final cleaning
In the absence of the Property Manager, leads the operation of assigned property(ies), including but not limited to: consistently meets the overall Authority quality, occupancy, cost and revenue goals; ensures that assigned property(ies) are maintained in decent, safe and sanitary condition at all times; organizes assigned work; develops effective work methods that comply with Authority expectations; and partners with internal and external resources to maintain high levels of property performance and standards.
Receives and processes rent payments and security deposits and submits data to the Rent Collection unit
Inputs and retrieves computerized data on apartment vacancies and updates status of applicants
Provides orientation to tenants on housing maintenance and regulations affecting their rights and obligations as tenants
Investigates and verifies family composition, income data, rental history, and housekeeping methods
Implements apartment transfer procedure
Responds to inquiries from staff, residents, applicants, managers and superintendents
Prepares leases and distributes copy to Property Manager for signature
Maintains a sufficient level of rentals to meet management needs, including the maintenance of the original tenant folder on new rentals and transfers
Supports all department activities and works as team member
Performs other duties and responsibilities as assigned