Assistant Property Manager

Job Description

Job Description

Formed in 2007, Advantix Development Corporation serves as the not-for-profit development instrument of the Evansville Housing Authority.

Its mission is to own, operate, acquire and develop housing for low to moderate income families. Since 2007, Advantix has served as developer, and general contractor for both 4% and 9% Low Income Housing Tax Credit development projects.

Advantix works with local jurisdictions to develop several types of affordable housing in Indiana and surrounding areas.

Currently, Advantix operates approximately 1000 units of affordable housing in Indiana. Providing quality affordable housing opportunities, improving the communities in which we work, and building strong local partnerships are the primary focuses of the Advantix Development Corporation.

SUMMARY

The primary purpose of this position is to provide clerical and administrative support to the Low-Income Housing Tax Credit (LIHTC) properties.

The Assistant Property Manager handles resident complaints and requests, completes data entry and processing to ensure leasing and recertification packages are completed and performs daily office tasks.

All activities must support Advantix’s strategic goals and objectives and produce results that accomplish the goals of the overall organization.

ESSENTIAL JOB FUNCTIONS

Primary areas of responsibility and tasks that may typically be expected include but are not limited to :

General

• Greets housing residents, applicants, and the public with professional courtesy, tact, and respect.
• Collects rent and other charges from residents and enters corresponding data into computer system.
• Provides individuals with applications for admission and re-certification forms; provides general instructions on completing the forms and documents needed at the time of interview.
• Maintains an onsite presence and is readily available to residents during established business hours for the assigned development.
• Assists with administrative management of property by performing duties including conducting reexaminations and inspections, addressing resident concerns in a professional manner, enforcing property rules and lease requirements, and maintaining associated records.
• Provides customer service to residents, answers incoming calls from the public, and responds to inquiries regarding program information.
• Conducts new move-in orientations; explains lease documents, housekeeping standards, and resident responsibilities; provides referrals on rent paying habits and housekeeping to residents.
• Schedules and conducts re-certifications; prepares and processes required forms; ensures accuracy of client information;

updates record with new information; prepares reports related to completed re-certification.

• Assists in preparation for compliance review-related functions, such as preparing annual certification packets, conducting face-to-face certification reviews, locating missing records, auditing resident files, or assisting in preparing eviction notices.
• Assists with resident services initiatives.

Maintaining the Physical Assets

• Greets housing residents, applicants, and the public with professional courtesy, tact, respect.
• Completes quarterly unit inspections for occupied units.
• Completes periodic unit inspection for presence and workability of smoke alarms.
• Conducts / supervises semi-annual battery replacement.
• Confirms that all vacant units / areas are ready for lease-up.
• Conducts daily inspections on the grounds, interior hallways, all common hallways, and common areas by daily driving and walking of the property.
• Makes requests / recommendations for physical repairs and / or replacements.
• Conducts ground / building inspections for improved risk management, note problems requiring corrective action and reports to the Regional Manager and Maintenance Supervisor.
• Assists with purchase order and work order process as needed.
• Demonstrates knowledge and understanding of property management software programs.
• Performs Site Manager duties when position vacancy exists.

Lease-Up Activities

• Notifies Property Manager and Maintenance Department of any notices of intent to vacate or units found to have been vacated without notice.
• Monitors unit turnaround time and makes recommendations to decrease vacancy loss.
• Conducts joint management, maintenance inspection on units that turned over.
• Conducts all move-ins for the site.
• Conducts joint owner-tenant move-in inspection noting any deficiencies. Immediately forward repairs to on-site assigned maintenance personnel and / or central maintenance so that corrective action can be taken within five (5) days of tenant move-in.
• Conducts follow-up inspection to determine timelines and quality of such repairs.
• Makes recommendations that will improve property-level marketing and lease-up efforts.

Conduct Applicant Interviews to Determine Program Eligibility

• Ensures third party verifications.
• Assists applicants in completing applications for LIHTC and Project Based / Section 8.
• Reviews applications for completeness and required signatures.
• Inputs all applications on the computer and affixes the tenant number to the application.
• Determines applicant eligibility for the waiting list.
• Verifies references when applicable.
• Explains all program information and regulations, eligibility criteria and waiting list procedures in such a manner that all information is understandable to the client.
• Educates each applicant about data privacy requirements as legislated.

Rent Management Activities

• Maintains effective resident relations.
• Provides and ensures that all on-site staff provide the best customer service possible.
• Establishes and maintains consistent rental collection practices, implements property rental collection program without modifications unless written approval to deviate is received.
• Generates and issues 14-day Notices of Lease Termination for Non-Payment of Rent.
• Issues delinquent rent notices as prescribed in property’s policy; takes appropriate follow-up actions.
• Confirms daily receipts; makes proper deposits daily.
• Makes recommendations to the Property Manager on how to increase overall and site-specific rent collection.
• Conducts intake collection activity on vacated accounts.

Administrative Management Activities

• Maintains proper files and records.
• Maintains tenant files and records.
• Maintains confidentiality regarding tenants and their records.
• Conducts interim / annual re-examination of family circumstances.
• Participates in regular staff meetings, as well as problem-solving meetings.
• Appears in Court for site evictions and follow-up court appearances.
• Assures twenty-four (24) hour emergency service.
• Maintains effective communication with site on a twenty-four (24) hour on-call status.
• Investigates possible lease violations, including but not limited to, suspected fraud, program abuse, criminal activity and drug-related criminal activity and compile documentation for review by the Property Manager and Staff Attorney.
• Monitors use of site space utilized by human service providers.
• Provides data and input as requested by Property Manager and other department heads.

BEHAVIORAL COMPETENCIES

Problem Solving : Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions;

works well in group problem solving situations; uses reason even when dealing with sensitive topics and / or irate customers.

Job Knowledge : Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity.

Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service : Understands that all employees have external and / or internal customers that they provide services and information to;

honors all the organization’s commitments to customers / residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal Skills : Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting;

establishes rapport when working with others.

Teamwork : Cooperates with others to accomplish common goals; works with employees within and across his / her department to achieve shared goals;

treats others with dignity and respect and maintains friendly demeanor; values the contributions of others.

Results Orientation : Consistently delivers required agency results; sets and achieves achievable, consistently complies with quality standards and meets deadlines;

maintains focus on organizational goals.

• Accountability : Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness;
• confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals;

demonstrates a commitment to delivering on his / her public duty and presenting oneself as a credible representative of the organization to maintain the public’s trust.

Professionalism : Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position;

accepts responsibility for own actions.

EDUCATION, EXPERIENCE AND / OR CERTIFICATION

Two (2) years in an approved higher educational institution is preferred, with a minimum of one (1) years of prior administrative experience, preferably in project-based section 8 / Tax Credit residential properties.

Strong knowledge of LIHTC regulations and previous knowledge of Yardi and Rent Café is preferred. An equivalent combination of education and experience may be considered.

Possession of valid Indiana Driver’s License.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB COMPETENCIES :

• Knowledge prioritizing work assignments.
• Must have excellent reading and communication (oral and writing) skills and must make significant mathematical calculations.
• Must be able to work independently in all areas of traditional property management.
• Must be resident oriented and possess an understanding and tactful attitude with applicants and residents of lower income and / or special needs.
• Must have basic knowledge of property management principles and practices.
• Must have thorough knowledge of LIHTC regulations and project-based Section 8 / Tax Credit Housing.
• Must be adept in greeting, meeting, and responding to the public.
• Demonstrated prompt, regular work attendance.

COMPUTER AND ADMINISTRATIVE SKILLS

To perform this job successfully, an individual should have advanced abilities using computer software such as MS Word, and Outlook and should be capable of using internet resources for research and developing reports.

Proficient in operating and troubleshooting personal and laptop computers. Ability to learn other computer software programs as required by assigned tasks.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee’s job is intermittently sedentary. Will use some repetitive motion of hand-wrist in using computers. Must have normal range of vision to complete paperwork and review documentation;

hearing and speech to communicate with executives, employees, co-workers, vendors, contractors, agency / company representatives, etc.

on the telephone and / or in person on a frequent basis.

Work involves the normal risks or discomforts associated with an office environment.