Apartment Property Management - Coal Hill - J&A USA Inc

Description

Apartment complex SITE MANAGER

The Site Manager isdirectly responsible for all property operations and conducting business inaccordance with company policies and procedures, HUD, Tax Credit, USDA Rural Development,Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and otherregulatory agency requirements necessary to ensure effective fiscal, physicaland social soundness.

The Site Manager will be able to communicate allchallenges affecting the operation of the property to the Regional Manager in atimely manner.

Specific Duties and Responsibilities

Leasing Activities

o respondto inquiries

o showvacancies

o complywith HUD, RD, and LIHTC regulations regarding income certifications and other documentation

o maintainwaiting lists and screen applicants following appropriate guidelines

o conductregular marketing/advertising outreach in the community (e.g. VA, MUTEH, mentalhealth centers) according to guidelines

o verifytenant income, assets, household characteristics, and circumstances that affecteligibility

o prepareand process leases, security deposit agreements, unit inspections, and HUD, RD,and LIHTC forms for incoming residents

o ascertainbasic resident information that would help solve routine problems or determinea course of action in case of emergency

o conductpre-occupancy orientation for new tenants

o completemove-in and move-out procedures

o review/processevictions and notices to vacate

o ensure that lease/tenant files are formatted and completedproperly

Rent Collections

o collectand post security deposits and rent received in a timely manner

o collectlate rents and late rent charges

o issuereceipts for money collected

o ensurebank deposits are made immediately and reported to corporate office

o negotiateschedules for overdue rent with prior approval of Regional Manager

o issue applicable notices (e.g. late payments, evictionnotices, utility cut-offs)

Administration

o maintainpositive customer service attitude

o responsiblefor office opening on time according to posted office hours

o enforcelease agreements and house rules

o liveon site and provide emergency on-call coverage (if applicable)

o performannual income re-certifications and issue rent increase notices

o attends scheduled corporate management meetings(required)

Property Maintenance

o supervisemaintenance staff and work performed

o monitorand/or supervise contracted services and vendors

o conductmove-in/move out inspections

o performa daily inspection of the overall curb appeal of the property and reportany damage/problems related to maintenance, security, or safety

o contactvendors/contractors to obtain bids/estimates (if applicable)

o purchasesupplies, equipment and/or services as needed for repairs

o processand prioritize maintenance work orders, schedule preventive maintenance to becompleted by on-site staff

o arrangeand conduct monthly inspections and repairs of all units, including vacantunits

o maintaininformation about basic structural data, including the location of fire equipment,water main, sprinkler shutoff valve, gas main, fuse boxes and/or breakers, andheat controls

o performannual inspections of each unit for needed repairs

o inspectcommon areas to ensure they are being utilized properly, clean, and secure

o maintain a sanitary and pest-free livingenvironment

Record-Keeping/Reporting

o maintainaccurate accounting records including tenant ledgers, petty cash, and securitydeposits

o ensurequarterly calendar activities are conducted (e.g. Crime Prevention)

o communicatechallenges affecting operations to the Regional Manager

o report allliability and property incidents (including injuries) to Corporate office immediately

o maintaina written record of all important or unusual events including emergencies, tenantproblems/complaints, maintenance problems, and inspections

o provide RegionalManager with a monthly formalized summary of building operations every 3rdMonday to include: a summary of move-ins, move-outs, rents past due, andactions taken, and the weekly maintenance schedule

Other Duties

o meetwith tenants for informational purposes (e.g. notice of regulatory visit)

o disaster/emergencypreparedness planning with assistance from Corporate Compliance

o perform other appropriate duties asassigned by Regional Manager

Site Manager Compensations/Accommodations

o The SiteManager shall be an employee of J&A, Inc. and shall be compensated forservices rendered with a salary determined by J&A, Inc.

o The SiteManager shall be covered under the J&A, Inc worker's compensation plan andother benefits negotiated between the Regional Manager, Human Resources and theemployee.

o The SiteManager shall be notified of all the benefits under the adopted plan.

o IF the Site Manager is required to live on-site,he/she will be provided a free rental unit and is exempt from the requirementsof the landlord/tenant law.

It is considered a tenancy for a specified periodonly (e.g. employment), and will end on the same day that employment is terminated.

Reasonable effort will be made to give the Site Manager sufficient time tomove, but as the efficient operation of the property is predicated upon thepresence of a Site Manager, the transitional period necessarily must be veryshort.

This is a condition of employment as a Site Manager.

It is expected thatthe Site Manager will negotiate reasonable terms with the Corporate Office andmove expeditiously, even if his/her termination is involuntary.

In a rarecircumstance when an ex-Site manager refuses to leave and efforts to negotiatevacancy of the manager's quarters fail, the Company will be forced to considerthe person a trespasser and call the police for assistance.

Knowledge/SkillsPreferred

o Highschool diploma or equivalent

o Experience (2+ years preferred) inLIHTC property management

o Knowledge of Microsoft OfficeSuite and Property Management software (e.g. Yardi, Real Page).

o Valid State Issued Drivers'License

o Basic knowledge of bookkeeping

o Certification or training inproperty management, LIHTC, COS, or RD training

o Introductory knowledge of the following initiatives (minimum):

Ã~ HUD, RD,and LIHTC guidelines and IRS rules and regulations specific to assignedproperty

Ã~ Local,state and federal safety regulations and building codes

Ã~ Relevantlegislation, (e.g. ADA, Fair Housing)

o Good written and verbal communication skills

o Ability tointeract with a wide variety of people (e,g. staff, tenants, local agencies,contractors, attorneys and Owner)

o Ability to take initiative andthink independently

DesirableAdditional Qualifications

• Experience in re-certification
• Knowledge of Section 8,RD, HUD, and Tax Credit regulations
• Backgroundin supervision and successful track record of accomplishments.
• Community servicesbackground related to specific tenant population being served e.g. handicapped,elderly, homeless, veterans

Difficulty

• Complexity â€" Asindicated in section IV, a wide variety of skills is required to be a good SiteManager. This position requires continuing education to keep abreast of changesin government regulations and HUD guidelines.
• Scope and effect â€" As themost visible management representative to those being provided with services(housing), the Site Manager's job proficiency has a strong impact on theatmosphere and success of the property.

J & A INC is an EEO Employer - M/F/Disability/Protected Veteran Status