Regional Property Manager

Columbia Housing Authority•Columbia, SC

2d•Hybrid

About The Position

The primary purpose of this position is to manage the operations of a group of assigned public housing properties to ensure decent, affordable, and fiscally sound housing. The incumbent is responsible for the financial management, physical conditions, regulatory compliance, tenant/occupancy issues, and community/tenant relations. All activities must support Columbia Housing’s (“CH”) mission, strategic goals, and objectives.

Requirements

Extensive knowledge of HUD public housing and affordable housing regulations, federal, state, and local laws and regulations, as well as CH policies and procedures related to the position.
Knowledge of property management principles, budgeting, occupancy practices, and landlord-tenant relations.
Knowledge of NSPIRE/REAC standards and housing quality requirements.
Ability to supervise and motivate staff effectively.
Strong organizational, analytical, and problem-solving skills.
Ability to manage multiple sites and priorities simultaneously.
Strong written and verbal communication skills.
Ability to interact professionally with residents, staff, vendors, contractors, and public officials.
Proficiency in property management software and Microsoft Office applications.
Knowledge of the regulations affecting CH’s housing programs and demonstrated ability to understand the terms, conditions, and content of CH’s standard operating procedures for property management.
Knowledge of the proper CH procedures for collecting, processing, and recording rental transactions.
Skills in customer service and tenant relations.
Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing.
Ability to perform program-required computations with speed and accuracy.
Ability to orient other employees and to explain organizational policies, rules regulations, and procedures.
Ability to interpret HUD, federal, state, and local laws and regulations, as well as CH policies and procedures related to the position.
Ability to assist in the hiring of new employees, evaluate performance of subordinates accurately and timely, correct deficiencies, and to guide and assign personnel.
Ability to establish, monitor, and achieve objectives through skillful delegation of duties.
Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials.
Ability to communicate with people from a broad range of socio-economic backgrounds.
Bachelor’s Degree in Business Administration, Public Administration, or related field and a minimum of five (5) years of experience in the management of a housing development, including a minimum of two (2) years in a supervisory capacity.
Must possess or have the ability to obtain a Public Housing Manager Certification or an Asset Management Certification within one (1) year of employment.
This position requires regular driving for business purposes.
The incumbent is required to possess a valid driver’s license and must have the ability to be insurable under CH’s automobile insurance plan at the standard rate.
Strong computer skills (MS Word, Excel, and Outlook).
Must have the ability to learn other computer software programs as required by assigned tasks.

Nice To Haves

An equivalent combination of education and experience may be considered.

Responsibilities

Supervise Property Managers, Assistant Property Managers, administrative staff, and other assigned personnel.
Provide leadership, coaching, training, and performance management to assigned staff.
Conduct performance evaluations and recommend disciplinary or corrective actions when necessary.
Ensure staff compliance with agency procedures, HUD requirements, and customer service standards.
Promote teamwork and accountability throughout assigned properties.
Create monthly monitoring reports for distribution to the CEO/COO.
Manages the work of staff, and provides functional supervision to staff including, but not limited to: assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, selecting new employees, training, acting on employee problems, and recommending and implementing discipline.
Oversee the daily operations of assigned public housing, affordable housing, mixed-finance, RAD, tax credit, or Project-Based Voucher properties.
Ensure properties are maintained in safe, sanitary, and habitable condition.
Monitor occupancy levels, leasing activity, unit turnaround times, and vacancy reduction efforts.
Conduct regular site inspections to evaluate property conditions, curb appeal, housekeeping, safety, and operational performance.
Ensure proper enforcement of lease provisions, agency policies, and resident rules.
Coordinate and oversee resident move-ins, transfers, and move-outs.
Develop and implement quarterly property inspection schedules and recertification schedules to ensure timely inspections and recertification actions.
Oversee portfolio development and portfolio redistribution as needed to ensure efficient distribution of units between property managers.
Ensures properties meet the leasing, occupancy, and physical condition requirements of the Public Housing Assessment System (PHAS); oversees, coordinates with the Maintenance Superintendent regarding NSPIRE preparation and inspections.
Works with tenants and housing management to meet or exceed operational goals as established by the Chief Operating Officer and CH.
Implements the directives of the Emergency Preparedness Plan.
Oversees security and crime prevention measures at CH properties throughout the assigned portfolio; monitors security contracts and coordinates with other available resources to address and follow up on security and crime-related issues.
Responds to inquiries, complaints, and requests for information from tenants, public officials, and the public; acts as Hearing Officer for HCV program.
Ensures the confidentiality and safety of tenant data, files, paperwork, and other personal information.
Ensure compliance with HUD Public Housing regulations, Project Based Voucher regulations, Fair Housing requirements, Violence Against Women Act (VAWA) requirements, NSPIRE standards, LIHTC requirements (if applicable), and agency policies.
Monitor tenant file compliance, lease enforcement, recertifications, and occupancy requirements.
Assist with audits, management reviews, REAC/NSPIRE inspections, HQS and other compliance-related activities.
Ensure timely correction of deficiencies identified during inspections or audits.
Maintain accurate records and documentation required by regulatory agencies.
Maintains high quality standards that are reflected in HUD, investor and/or other regulatory reports.
Ensures staff understanding of compliance with applicable federal regulations, state laws, city codes, CH policies and procedures, and HUD PIH notices; coordinates necessary staff training.
Provides direction and guidance to the Community Managers and other staff; ensures that staff are consistently applying policies and procedures; processes timely recertifications; ensures that grievance, VAWA, Lease Terminations, and reasonable accommodations are implemented according to policy.
Coordinates unit rental/re-rental with other departments and agencies; ensures occupancy goals are met, and establishes procedures for efficiency for the assigned properties.
Executes directives from the CEO/COO pursuant to CH goals and objectives; assists the CEO/COO in planning, coordinating, setting goals, and assessing the work of the department.
Ensures the consistent enforcement of CH leases and the Statement of Policies throughout the assigned portfolio, according to the Admissions and Continued Occupancy Plan.
Develops and carries out intra-AMP goals and objectives.
Coordinate closely with maintenance staff to ensure timely completion of work orders and unit turnovers.
Monitor preventative maintenance programs and property improvement projects.
Ensure emergency maintenance issues are addressed promptly.
Assist with planning and oversight of modernization, rehabilitation, and capital improvement projects.
Provides assistance in the preparation and implementation of CH goals and objectives, policies and procedures, and standards of performance applicable to assigned housing programs and subordinate personnel.
Assist in development and administration of operating budgets for assigned properties.
Monitor property expenditures, rent collections, accounts receivable, and overall financial performance.
Approve invoices, purchase requests, and property-related expenditures within authorized limits.
Analyze occupancy losses, delinquency trends, and operational costs and recommend corrective actions.
Support long-term asset preservation and capital planning initiatives.
Address resident concerns, complaints, and grievances professionally and promptly.
Promote positive resident relations and customer service standards.
Support resident engagement initiatives and community partnerships.
Participate in resident meetings and public hearings as needed.
Attends and/or participates in meetings with public officials, various CH departments, tenant councils, and community groups to address/resolve current problems, programs, and planning for future activities.
Ensures that tenants receive available services by coordinating with service providers to deliver services to tenants; pursues, creates, monitors, and evaluates service contracts to provide services to tenants.
Responds to crises and emergency situations involving tenants; calls for emergency services to respond; assists tenants and emergency personnel during and after the emergency; guides and directs other staff in responding to emergencies.
Reviews and guides recommendations for tenant transfer requests, tenant service charges, tenant grievances, lease terminations, evictions, and legal actions; advises Chief Operating Officer as to a course of action to be considered based on appropriate policy, procedure, and regulations; represents CH in court.
Prepares a variety of reports and maintains appropriate records; adheres to reporting deadlines.
Coordinates and supervises inspections (move-in, move-out, monthly, semi-annual, and annual) and ensures necessary follow-up for all units under immediate supervision.
Follows up on the efficient and timely completion of maintenance requests through coordination with the Maintenance Leads and Superintendent of Maintenance.
Oversees pest control policies and procedures ensuring they are carried out at assigned properties; monitors performance of pest control vendor.
Performs as manager-on-duty and back-up manager-on-duty as assigned, handling all after-hours, weekend, and holiday calls from the contracted answering service for all high-rises.
Oversees rent collections process, ensuring the prompt collection of rents and timely processing of evictions; establishes repayment agreements.
Determines calls that require immediate service; contacts appropriate staff, contractor, or other responders, handling each call until the emergency is abated.
Trains appropriate staff to perform after-hours duty; remains available, via CH cell phone 24/7, as a resource for emergency direction for on-duty staff, vendors, or emergency personnel; Ensures staff complies with OSHA, Blood Borne Pathogens, and Right to Know requirements and oversees the maintenance of the Safety Data System; ensures staff are properly trained and use Personal Protective Equipment as required.
Performs other related duties as assigned.