Property Manager

Lynd Management Group, LLC•Lafayette, LA

15d•Onsite

About The Position

The Property Manager reports to the Regional Manager and is responsible for the day-to-day operations of an individual community. This role involves building strong teams with common objectives and managing the residential asset for clients/owners. Key responsibilities include oversight of budgets, workplace safety, financial reporting and tracking, marketing, leasing, collections, and the property’s overall performance as a real estate asset. The role also includes specific duties related to affordable housing compliance, such as operating properties in accordance with regulatory agency requirements, ensuring accurate and timely resident file management, and preparing for audits and inspections.

Requirements

Familiar with federal, state, and jurisdictional laws and regulations concerning multi-family housing and Fair Housing.
Ensures adherence to company policies and safety rules; complies with policies for reporting incidents.
Ensures that property records, lease and general files are accurately maintained.
Sales management and marketing knowledge, ability to sell services to new and existing customers.
Business and financial acumen to manage and control expenses.
Skill and ability to clearly and concisely communicate verbally and in writing.
Knowledge and skills to manage projects, organize, prioritize, and meet deadlines. Critical thinking and problem-solving skills.
Proficiency with Microsoft Office applications (Word, Excel, Outlook, and PowerPoint) and designated property management software to advance-the-date and perform monthly close-out.
Ability to maintain confidentiality and maintain appropriate discretion.
Requires the ability to make bank runs/deposits or to attend meetings due to business necessity.
Will be required to interact with corporate to include Executive Management staff.
All emails must be handled within the same day, during normal business hours, if received before 4 p.m.
The Do It, Dump It or Delegate It approach is acceptable, but emails from clients, internal departments at Lynd, Lynd leadership or other serious inquiries must be addressed by the Property Manager to acknowledge and respond, even if just to say, “this has been passed to person X for handling.”
The Property Manager must assess recognition of performance issues.
The Property Manager is to serve as the positive face of encouragement for other Property Managers and Operations teams, bringing any disagreements to the appropriate parties, to avoid a culture of negativity.
Ensure the teams are using all required technologies in accordance with policy.
The Property Manager must review financials for their property, using summary reports, and complete a full review requiring the Regional Manager to investigate and report back causes of issues, solutions, and final improved performance.
The Property Manager must review assigned budgets and provide written feedback to Regional Manager during the budget creation process in the fall.
Associate degree (A.A.) or equivalent from two-year college or technical school; or two to three years related experience in property management, leasing, and/or hospitality or related experience in customer service industry, sales/marketing, operations management, or an equivalent combination of education and experience.
Three-years of affordable housing property management experience overseeing a busy complex and staff that includes responsibility for financial and operational results, HUD/TC/AHDP/HOME/Bond administration, and staff supervision to ensure compliance with site-specific programs.
Strong knowledge of HUD policies as well as Project Based Section 8 rules and regulations for Project Based Affordable Housing; Strong knowledge of Tax Credit/AHDP/HOME/Bond polices for Tax Credit/AHDP/HOME/Bond Properties.
Thorough and current knowledge of the most recent version of the 4350.
Knowledge of HUD Secure Systems; TRACS, IMAX, EIV on a HUD governed property.
Excellent customer service skills and the ability to develop a rapport with the residents, community staff and HUD administrator/State Monitoring Agency.

Nice To Haves

Certified Apartment Manager (CAM) credential preferred.
COS Certification on a HUD governed property.

Responsibilities

Achieve cooperation among staff and other departments while building trust and loyalty to the company.
Prepares monthly owner and earnings reports on time and accurately, know the provisions of the management agreement and operate in accordance.
Inspects the property regularly for quality as well as to assess and identify needs for improvement. Inspects maintenance repairs and available units for readiness. Needs to inspect recently vacated units to assess needed repairs and replacement.
Review projects and coordinates with the Maintenance Supervisor to schedule property improvements based on projections.
Works with the maintenance team to manage property maintenance programs to ensure prompt and courteous responses to maintenance requests. Keeps an adequate supply of market-ready apartments to meet leasing demand, and property appearance to meet or exceed standards.
Ensure common areas halls, stairways, amenities, grounds, playgrounds are clean and in good repair. Repair unsafe items immediately, will mark to ensure no person is injured.
Ensure that all contractors are on the approved vendors list prior to performing work. Monitors work of contractors and reports concerns to the Regional Manager.
Uses only approved and certified vendors, reviews and approves all property purchase.
Responsible for Control Module reporting in a timely matter which includes Pricing, Renewals, Delinquency Reports (due 15th of the month) and Market Surveys.
Negotiates new leases and renewals per specifications of the property owner.
Determines the optimum rent based on market conditions and the level of rent concessions, if applicable. Uses the Lease Expiration Control, Make-Ready, and Vacant Status Board to plan for lease renewal management and to reduce the effects of large seasonal expirations. Performs leasing of units and making units ready for leasing as needed.
Monitor the collection agency to determine its effectiveness.
Completes paperwork and follows processes for households with rental assistance vouchers, when applicable.
Ensures that all rents are collected timely and deposited on time and verified for accurately.
Plans, executes, and attends social and other property events for residents. Regularly seek to understand and anticipate what residents need.
Informs new residents by notifying them of property procedures, parking, leasing office hours, night access, mail, etc.
Ensures the resolution of resident issues and complaints in cooperation with the staff.
Establishes and monitors the property budget daily in accordance with established goals; keeps expenses in line with the budget, ensures the property is adequately funded. Ensures that all applicable deposits, rents, and other fees and ancillary revenues are collected and deposited. Submits invoices and all other accounting activities into Accounting Department processing. Purchases necessary equipment and supplies for the property per budget.
Obtain Regional Manager’s approval for all expenditures as specified by the management agreement.
Forecast needs for fiscal year and develop budget based on these needs. Present to Regional Manager for approval.
Implement budget, keeping expenses within budget guidelines. Obtain Regional Manager’s approval on final budget and any subsequent changes to budget.
Collects rents from residents using RealPage OneSite, institute proper procedures against delinquent accounts.
Initiate eviction procedures for those residents who fail to pay rent, maintain accurate records of rent collections.
Supervises all on-site staff, including hiring, training, and supervision, responsible for maintaining an adequate level of staff at the property.
Evaluates performance to standards and makes compensation decisions, works towards developing staff for upward mobility within the company.
Delegates and manages the performance of others, including counseling, and development.
Responsible for accurate completion of timesheets, all employee forms for submission to Payroll Department; ensures on time and accurate submission of monthly bonus sheets.
Communicates and shares information with staff to ensure that directives and goals are mutually understood and collects feedback regularly. Clarifies expectations and establishes goals for staff.
Always displays a friendly and courteous attitude with other employees, maintains and promotes a good attitude. Never confronts a supervisor or other employee in front of residents.
Coordinates with Marketing Department on the property’s marketing strategy.
Participates, approves, and manages marketing efforts to increase occupancy. Reviews marketing efforts to determine effectiveness.
Develops an appropriate marketing strategy for the property. Implements and evaluates marketing strategies monthly.
Market the property and builds traffic using adopted technology and processes.
Operates the property in compliance with regulatory agency, lender, investor, and other applicable compliance requirements.
Ensures resident files, certifications, and re-certifications are completed accurately and timely.
Passes file audits, physical inspections of units and buildings, and/or management and occupancy reviews.
Comply with standards for affirmative marketing, including proper completion and maintenance of the Affirmative Fair Housing Marketing Plan (AFHMP) HUD 935.2.
Market to agencies identified in the AFHMP as well as maintaining availability information with local housing authorities and commercial publications. Maintain AFHMP Binder.
Ensures that all applications qualify in reference to the Rental Criteria specific to the assigned property. Ensures that all application paperwork is completed and complies with the requirements of the project’s programs.
Prepares for and passes file audits, physical inspections of units and buildings, and/or management and occupancy reviews.
Lease to households that meet the assigned property’s income restrictions, rental criteria and when applicable HUD guidelines.
Review and update as necessary the Unit Status Report in comparison to tenant lease files to ensure information accuracy.
Oversee and maintain all new lease and lease renewal practices according to HUD guidelines inclusive of the certification and verification process; process annual recertification and tenant notification documentation at 120, 90, and 60-day increments; process interims as required if assigned to a HUD governed property.
Ensure property maintains it applicable fractions and set aside requirements identified in the property LURA if assigned to a Tax Credit property.
Perform supportive service as outlined in the properties LURA and maintain proper documentation; assist as needed with the planning and implementation of social services programs. Programs should be coordinated with the social services provider. Maintain Supportive Service Binder.
Assist Property Manager in audit preparation and ensure on-site compliance on all corrections.
Handle recordkeeping and reporting responsibilities in accordance with the HUD/TC/ADHP/HOME/Bond regulations.
Maintain all resident files per HUD/TC/ADHP/HOME/Bond guidelines.
Prepare for, respond to, and oversee corrections needed to meet requirements for all Management Reviews if assigned to a HUD governed property.
Ensure all physical deficiencies are corrected per violation/inspection notices so that subsidy may be reinstated, or findings corrected.
Oversee REAC/UPCS inspections including preparation for and corrections to deficiencies noted on findings report.
Maintain waiting and transfer list per HUD/CA/TC guidelines. Regularly seeks to understand and anticipate resident needs.
Assist new resident moving in by notifying them of community procedures, parking, hours, night access, mail, etc.
Ensure that residents are provided with a clean and well-maintained home.
Along with Property Performance Review (PPR) completes quarterly unit inspections to identify, report, and prevent REAC inspection deficiencies.
Properly coordinates the administration of supportive services with the Social Service Provider to ensure resident support.
Maintains a proper Wait List in accordance with HUD/State Monitoring Agency guidelines when applicable.