Property Manager ~ Sacramento Off-Site

Job Title: Property Manager

Location: Sacramento/ Davis

Department: Property Management

Reports To: Regional Manager

FSLA Status: Non-Exempt $25.00 - $28.00/ Hour

Generous Benefits Package includes:

• Medical, Dental, Vision, Life Insurance & Employee Assistant Program ~ fully covered for Employee
• Optional Life, Long Term Disability, Critical Illness, Identity Theft Protection and Accident Insurance
• Generous paid time off, including16 paid holidays which includes the week between Christmas and New Years
• Thank You Fridays: work to 2:00pm; paid through 5:00pm each Friday.
• 401K Retirement Plan ~ Employer match up to 6% ~ after 6 months service.

SUMMARY

Mutual Housing Management provides professional property management services to Mutual Housing California’s 19 affordable multifamily properties. The mission of Mutual Housing Management is to be an exceptional steward of Mutual Housing’s portfolio of multifamily housing properties to support long-term sustainability.

Under the direction of the Regional Manager, the Property Manager is responsible for the overall operation of the property, and the day-to-day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained building within established management operating and fiscal policies and assuring compliance with all regulatory agencies and investors. This includes developing within the project a supportive environment for all residents, assuring the project's sound fiscal management, maintaining an acceptable occupancy level, maintaining a clean, well-maintained building and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and if applicable, working with a Resident Council.

PROPERTY MANAGER'S SITE SPECIFIC RESPONSIBILITIES

FINANCIAL:

• Ensures the successful day-to-day financial management of the property and maintains all necessary financial records and files in good order.
• Implement rental rate increases provided by the Regional Manager and/or Compliance Manager (as approved by the Corporate Broker) and enforce collection procedures consistent with established policy and procedures. Managers must utilize the rent schedule provided by the Regional Manager,
• Compliance Manager as representatives of the corporate broker. Managers are not allowed to offer rents or negotiate rents that do not conform to the published rental schedule. Monitor bad debt write offs. Review with Regional
• Manager plans to implement rent increases.
• Approve property expenditures up to $500 and review for conformance with the Chart of
• Accounts. Expenses over the approved amount set by the Regional Manager requires Regional Manager
• approval.
• Review monthly accounting reports with Regional Manager, discuss and document discrepancies.
• Review monthly operating statements and compliance with annual budget and implement plans of action
• to optimize site profitability.
• Provides initial draft of the annual site operating budget and business plan for review with Regional Manager, under the guidance of the corporate broker.
• Collect all rents and other receivables due the property in conformance with Mutual Housing
• Management Policy. Supervises and completes daily deposits of all monies collected.
• Reviews all delinquent accounts and resident receivables and determines necessary course of action to collect outstanding balances in consultation with the Regional Manager.
• Prepares weekly vacancy and delinquency reports. Submits in a timely manner to Regional Manager.
• Completed a monthly budget variance report and submits timely.
• Process applicants for vacant units under the direction of Regional Manager and the corporate broker. Non-Resident Managers are not allowed to sign leases or lease addendums unless they have a valid CA real estate sales license that is placed under the corporate broker’s license. Leases at these properties must be forwarded to the corporate broker unless the non-resident Manager has their valid sales license.

PHYSICAL:

• Supervise maintenance and porter staff, including any contract or temporary personnel working at the property. Supervises the daily activities of the maintenance team to ensure proper response to maintenance requests, preparation of market ready vacancies and the overall quality of the community appearance. Property Manager and Maintenance staff should walk the property at least 3x per week to provide proper oversight of the grounds, building exteriors, walkways, community building, laundry rooms, etc.
• Supervises all vendors, contractors, and providers of service to the property, whether paid or volunteer, to ensure completion and quality of product provided.
• Supervises or performs the scheduling of routine maintenance and janitorial work and completes regular follow up inspections on maintenance and janitorial work.
• Perform and document interior and exterior physical inspections as required by your Regional Manager, Regulatory Agencies, insurance company, or financial institution (i.e., quarterly interior or semi-annual inspections required on affordable properties.)
• Coordinate and monitor preventative maintenance schedules and record preventative actions taken in accordance with the schedule.
• Keep the Regional Manager informed of all deferred maintenance. Items concerning health and safety issues are to be reported immediately to Regional Manager with a plan of action for correction.
• Ensure property compliance with all applicable ADA (Americans with Disabilities Act), and Section 504 (FHAA) regulations.
• Prepare competitive bid packages as required by approved budget and in accordance with company procedures.
• Perform written semi-annual unit inspections as required for your property and follow up on any deficiencies with Maintenance staff or resident regarding housekeeping or other observed lease violations. Provides direct assistance and direction during after-hours emergencies, as needed.
• Completes and submits to the Regional Manager within 24 hours, any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit.
• Ensures adherence to all maintenance requirements of Mutual Housing.

ADMINISTRATIVE:

• Manages the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening and answering mail daily; coding invoices daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized and that the office and staff are presentable to the public.
• Maintain an organized system for accurate record keeping including resident files, marketing information, maintenance records, purchasing, inspections, general correspondence and budget logs.
• Maintains a secure and accurate procedure for key control as set forth in the company policy.
• Process all required forms and ensure the timely submission of required reports.
• Monitor all federal, state, county and city agencies and notify the Regional Manager of any ordinances effecting the property or neighborhood.
• Keep the Regional Manager informed regarding resident relations, correspondence and calls concerning resident issues. Prepare property incident reports regarding all significant issues involving accidents, injuries, physical emergencies, criminal activity and similar important issues.
• Schedule site personnel to appropriately prepare for off-hours emergencies.
• Ensure all employees strictly adhere to Fair Housing Laws and Occupancy Guidelines.
• Maintain Yardi data entry of resident receipts, accounts payables, and other requirements established for the software.

MARKETING:

• Submit accurate “Weekly Rental Report” information to the Regional Manager and Administrative Assistant on Monday mornings.
• Prepare Market Survey (rent comparability) Reports and ensure accuracy.
• Utilizes company provided rent schedule for all new vacancies rental rates for prospective and current residents. All rents offered must conform to the published rental rates provided by the corporate broker.
• Prepare marketing plans and resident profiles as requested by Regional Manager.
• Adhere to the resident selection criteria in accordance with federal and state regulations and company policies and procedures.
• Maintains full occupancy. Lease vacant apartments on notice, professionally and in accordance with company policy of maintaining less than 30 day of vacancy loss from the date of move out.
• Conducts applicant interviews, verifies potential resident income, takes deposits and rents in accordance with Mutual Housing’s Tenant Selection Plan.
• Process applications for vacant units and prepare leases and addendums for execution by the company’s licensed corporate broker (unless Manager resides on the site or has a real estate license under the corporate broker’s license).
• Develop advertisements for use in newspapers, Apartment Guides, etc., for review by Regional Manager.

PROFESSIONAL DEVELOPMENT:

• Communicate the training needs of your on-site personnel to your Regional Manager.
• Continually train and develop the on-site personnel in all facets of property management thereby providing an opportunity for additional responsibilities.

SUPERVISOR RESPONSIBILITIES:

Directly supervises one or more employees in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems, under the supervision of the Regional Manager.

QUALIFICATIONS:

Minimum of three years’ experience in property management. Working knowledge of applicable local and federal housing laws, including Fair Housing and Landlord and Tenant laws. Experience generating property budgets and managing affordable housing developments, including HUD, Low Income Housing Tax Credits, Rural Housing, and Tax-Exempt Bond properties. Exposure to/familiarity with community organizing, services, and programs.

PREFERRED PROPERTY MANAGER QUALIFICATIONS:

• Relate well to people from diverse backgrounds.
• Comprehend and communicate in the English language both orally and in writing.
• Interpret and understand financial information generated from property management software reports.
• Must have own transportation, valid driver’s license and vehicle insurance that is commensurate with company policy. Travel occasionally.
• Work in a collaborative manner and in a team environment.
• Positive attitude, good sense of humor, energetic, assertive and capable role model for team.
• Proficiency with Microsoft Office.
• Define and solve problems.
• Understand and commit to the Mission and Philosophy of Mutual Housing.
• Communication: Balanced listening and talking, articulating clearly and accurately, keeping others informed. Ability to work in challenging or confrontational work environments and to deescalate situations involving staff or residents, where needed.
• Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
• Efficiency: Planning ahead, managing time well, being on time, thinking of better ways to do things.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement, accepting accountability when appropriate.
• Resident focus: Striving for high resident satisfaction, going out of our way to be helpful, responsive, attentive and pleasant.
• Leadership: Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable. Demonstrated integrity on a professional level.

EDUCATION:

High school diploma preferred. Bachelor’s degree in Business Administration, Real Estate, or related field is a plus. LIHTC or HUD certifications preferred.

ACCOUNTIBILITY:

Under minimal supervision, exercises independent discretion in performance of most job responsibilities. Exercises considerable latitude; work is reviewed to determine if objectives were accomplished. Establishes project objectives and delegates assignments. Decisions impact success of large projects, achievement of organizational objectives, and influence financial performance.

LANGUAGE ABILITY:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATH ABILITY:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

WORK ENVIORNMENT / PHYSICAL DEMANDS:

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to push/pull object less than 30 pounds, walk, climb stairs and enter/exit buildings that are under construction, occasionally, without normal ingress/egress available.
• Ability to read fine print on documents. Able to speak clearly and make oneself-understood, while also understanding others using the English language.
• The noise level in the office work environment is usually moderate. However, the noise levels at jobsites can be high.
• The employee is required to stand and walk, sometimes for extended periods.
• The employee is required to work in outdoor weather conditions.
• Ability to understand and relate to concepts behind specific ideas and remember multiple tasks/assignments given to others over a period of days. Able to concentrate on moderate detail in both office and field with moderate interruption. Able to attend task/function for more than 60 minutes at a time.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

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