Property Manager (Bilingual English-Spanish)

Chapman Management Group, LLC•Dumfries, VA

9h•$60,000 - $60,000•Onsite

About The Position

The Property Manager (bilingual English-Spanish) is accountable for all community operations. The purpose of the Property Manager is to effectively manage and coordinate persons, activities, and available resources to accomplish community objectives as set forth by the Supervisor and Property Owner. These objectives will include maximizing occupancy levels and community values.

Requirements

High School Diploma or equivalent
2 or more years’ experience in multi-family property management, including direct supervision of others
Proven Marketing and Leasing experience
Proficiency in Microsoft Office, including Word, Excel, and Outlook
Excellent customer service skills
Ability to perform in a busy, changing, multi-tasking work environment
Requires ability to physically inspect property (or properties) and individual units
Requires ability to read, write speak, and comprehend the English language
Requires a valid driver’s license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.)
Attendance is an imperative job function

Nice To Haves

Bachelor’s degree preferred
Certifications in the following: Housing Credit Certified Professional, Certified Occupancy Specialist, Specialist in Housing Credit Management, Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM) preferred
Experience with affordable housing preferred
Proficiency in Entrata preferred
Bi-lingual English and Spanish is a plus

Responsibilities

Providing leadership and direction to Associates at assigned properties, including mentoring and ensuring staff support of the corporate mission and understanding roles in achieving established goals.
Advocating on behalf of Associates to enhance individual performance, as well as provide excellent customer service to residents.
Assuming primary responsibility for preliminary interviewing, making recommendations to Supervisor in selection of Associates, hiring, supervision and training of on-site personnel and being responsible for all work the staff completes.
Completing annual performance reviews and making recommendations for salary increases, counseling underperforming associates and providing critical feedback to improve performance.
Motivating through positive reinforcement, setting an example and taking corrective measures to ensure outstanding performance of all staff members.
Ensuring efficiency of staff through ongoing training, instruction, counseling, and leadership.
Planning weekly/daily office staff schedules and assignments.
Coordinating maintenance schedule and assignments with Maintenance Superintendent.
Administering action plans consistently, and on a timely basis with performance issues. Documenting appropriately, communicating situation to Supervisor and Human Resources, and terminating properly and upon approval from Supervisor.
Ensuring all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).
Training the Assistant Manager & Leasing Agent to assume all managerial duties in the event of the Manager’s absence. Training other staff members to operate basic functions in the management office.
Responding to client, supervisor and resident within the same business day, but no longer than 24 hours.
Establishing on-site procedures to create a smooth and effective workflow to meet all requirements or deadlines.
Collecting rent and taking appropriate action and legal remedies in the event of nonpayment of rent, in a timely fashion as per landlord/tenant law and lease agreement.
Adhering to the timely completion of any and all required reports to the supervisor, the owner and applicable federal; and/or state agency.
Ensuring adherence of property rules and regulations, lease provisions or other documents governing the property.
Negotiating and coordinating services and contracts associated with the operation of the property, provided all proposed contracts are reviewed and approved by the individual to whom the Manager reports, as well as the Client.
Preparing timely management reports and other related material for Supervisor & Owner.
Attending meetings with Supervisor and Owner.
Overseeing property’s answering service, ensuring superlative customer service, up-to-date calling sequences, and accurate contact information.
Notifying residents of all issues affecting their tenancy.
Filing court documents for eviction and attending scheduled court hearings as Landlord’s representative.
Overseeing security deposit administration including inspecting units to determine resident’s balance or refund, preparing disposition letters, and processing security deposit returns.
Ensuring property’s filing system is maintained and includes resident, applicant, accounting, and vendor and contract files.
Confirming all leases and corresponding paperwork are completed and input into Entrata accurately and on a timely basis.
Developing and utilizing sound rent collection procedures, including following up with delinquent accounts.
Depositing rent daily and completing all related documentation.
Monitoring landlord-tenant relations and mediating disputes when necessary.
Establishing and maintaining regular daily office hours.
Remaining current in all aspects of affordable housing, regarding HUD/monitoring agency requirements in recertification, initial certification, special claims, voucher processing, etc., by continually updating knowledge through classes/seminars/webinars through professional associations, knowledgeable co-workers and any other resources available.
Maintaining required professional certifications for site and as determined by Supervisor.
Learning and understanding all applicable affordable documents to include, but not limited to, Tenant Selection Plan, Affirmative Fair Marketing Plan, Regulatory Agreement, Mortgage Note, as applicable to the site.
Learning and understanding all reporting requirements to applicable monitoring agency.
Preparing for and following up on all agency inspections, such as, MOR, file reviews, REAC, as applicable to the site.
Submitting/updating and responding to all requests by monitoring agency.
Assisting with tax Credit Conversion and compliance at other properties.
Fostering excellent, quality-based, professional service to residents and clients alike.
Being responsible for maintaining the highest possible occupancy levels and carrying out all necessary marketing programs.
Making recommendations for a marketing plan/strategy and administering plan.
Confirming that leasing staff techniques are effective in obtaining closing.
Approving all applicants and completing all leases and other move-in paperwork.
Developing and implementing a resident retention plan to include resident orientation to the property.
Executing marketing and advertising campaigns for apartment leasing and coordinating leasing events such as open houses, realtor tours, and resident promotional activities.
Leading tours of property, showing vacant units and marketing property amenities as needed.
Screening, reviewing, and approving all applications.
Leading lease orientations and signings, and submitting relevant documentation.
Representing the company in a professional manner at all times.
Ensuring that sufficient resident activities and programs, including social programs if applicable, are available to all residents.
Ensuring that applicable and appropriate community resources are brought to the residents of the property.
Dealing with resident concerns and requests on a timely basis to ensure resident satisfaction with management.
Ensuring communication to all residents for community issued notices, etc.
Consistently implementing policies of the community.
Collaborating with Resident Service Coordinators and Support Services to provide residents referrals to appropriate agencies.
Assisting with the development and implementation of resident services programming.
Assisting in the preparation of the property newsletter.
Ensuring that all preventative, routine and capital maintenance is carried out in accordance with the property budget and goals.
Ensuring that all routine, preventative, apartment turnover preparation and non-routines maintenance, as well as cleaning requirements, be prioritized and scheduled in a timely manner.
Conducting property inspections at least once per week and following through on appropriate actions.
Ensuring that after-hours emergency service is handled efficiently and responsively.
Scheduling and supervising capital improvement programs and other contracted projects.
Conducting annual unit inspections.
Developing and implementing a preventative maintenance program.
Implementing and monitoring an energy conservation plan.
Identifying, preparing for and monitoring capital improvements and replacement program.
Utilizing Entrata to enter in and track work orders, and regularly reviewing maintenance reports.
Preparing emergency procedures for the property.
Learning and ensuring compliance with all local, state and federal safety regulations/rules.
Ensuring that unsafe conditions are corrected immediately.
Directing staff to follow a “safety first” principle.
Reporting all liability and community incidents to insurance carrier and Supervisor immediately. Ensuring all workers’ compensation claims are reported to Human Resources immediately and proper paperwork is completed.
Completing any pertinent safety checklists with maintenance staff.
Preparing the annual operating budget.
Reviewing and reporting to supervisor all variances against budget on a monthly basis.
Purchasing all goods and services in accordance with, and in, budgetary limits.
Investigating competitive pricing in purchasing goods and services, preparing specifics and soliciting a minimum of three (3) bids for significant expenditures, or in accordance with the management agreement and the client’s goals and objectives.
Processing and approving payables.
Maintaining familiarity with all procedures and requirements of accounts payable and accounts receivable.
Demonstrating ability to understand financial goals, operate asset in client’s best interest and in accordance with policy and procedure.
Preparing appropriate updates and requests for RSC grant renewals to HUD; submitting monthly for the grant reimbursement funds.
Submitting monthly all special claims to HUD for reimbursement.
Submitting Petty cash receipts monthly for review and approval.
Demonstrating ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action.
Effectively conveying ideas, images and goals to a diverse group of personalities.
Achieving Fair Housing certification on an annual basis.
Participating in training in order to comply with new or existing laws.
Working evenings and weekends, in order to meet deadlines.
Presenting self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community.
Complying with expectations as demonstrated in the Employee Handbook.
Successfully passing a drug test.