Scattered site Property Manager

Chapman Management Group, LLC•Washington, DC

18h•$65,000 - $70,000•Hybrid

About The Position

This is a scattered site Property Manager position. The properties are located in Alexandria, VA and NE Washington, DC. The Property Manager is accountable for all community operations and includes assisting the Senior Property Manager at other sites. The Property Manager MUST be English/Spanish bi-lingual. 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 and Spanish languages
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
Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.

Nice To Haves

Bachelors 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

Responsibilities

Providing leadership and direction to Associates at assigned properties, including mentoring and ensuring staff support of the corporate mission.
Assuming primary responsibility for preliminary interviewing, making recommendations to Supervisor in selection of Associates, hiring, supervision and training of on-site personnel.
Completing annual performance reviews and making recommendations for salary increases, counseling underperforming associates and providing critical feedback.
Motivating staff through positive reinforcement, setting an example and taking corrective measures.
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 situations to Supervisor and Human Resources, and terminating properly upon approval.
Ensuring all administrative processes involving personnel are handled on a timely basis.
Training the Assistant Manager & Leasing Agent to assume all managerial duties in the Manager’s absence, and training other staff members to operate basic functions.
Effectively communicating with the client, supervisor, associates, co-workers, residents, vendors, and all others encountered.
Responding to client, supervisor and resident within the same business day, but no longer than 24 hours.
Writing and/or discussing comprehensive responses via email or letter.
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 Supervisor and 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, vendor and contract files.
Confirming all leases and corresponding paperwork are completed and input into Yardi 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.
Ensuring above average results in any file or management review by staying current in all affordable housing regulations and knowing where to access information.
Maintaining required professional certifications for site and as determined by Supervisor.
Learning and understanding all applicable affordable documents.
Learning and understanding all reporting requirements to applicable monitoring agency.
Preparing for and following up on all agency inspections.
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.
Maintaining the highest possible occupancy levels and carrying out all necessary marketing programs.
Making recommendations for a marketing plan/strategy and administering the 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.
Leading tours of property, showing vacant units and marketing property amenities.
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 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 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 Yardi 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 the 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 and submitting it to the owner for approval.
Reviewing and reporting to supervisor all variances against budget on a monthly basis.
Purchasing all goods and services in accordance with, and within, budgetary limits.
Adhering to the purchasing and invoice payment policy of invoice payment within 30 days of receipt.
Maintaining accurate and legible records of all expenditures as established for the property.
Investigating competitive pricing in purchasing goods and services, preparing specifics and soliciting a minimum of three (3) bids for significant expenditures.
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.
Complying with expectations as demonstrated in the Employee Handbook.
Successfully passing a drug test.