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Property Manager in Philadelphia, PA at Staffing Now

Date Posted: 6/1/2018

Job Snapshot

Job Description

The Property Manager provides leadership, innovation, and vision in the management of residential facilities (multi-site supportive and affordable housing) filling in across site locations as needed. This includes supervision of staff, financial management, and property management. In conjunction with the Residential Program Managers, the Property Manager will ensure that the properties within their portfolio are properly maintained, fully occupied with high levels of rent collection while providing the residents and staff with a clean and safe environment in which to live and work. The Property Manager will directly oversee maintenance technicians, kitchen staff, receptionists, and contracted custodial staff as applicable.
Essential Duties and Responsibilities


• Responsible for the day-to-day operations of the property.

• Directly supervise property management staffs within the assigned neighborhood, positions include: assistant manager, maintenance technicians, kitchen coordinators, receptionists, and custodians/handymen.

• Oversee the subcontracted custodians.

• At sites where residents are responsible for cleaning, work with Residential Program Manager and residents to ensure cleaning standards are maintained.

• Provide guidance and supervision to direct reports.

• Prepare weekly, monthly, annual reports as required.

• Maintains knowledge of governing HUD requirements, regulations, forms and procedures for effective facility management. Complies with Fair Housing Laws according to building type. Ensures buildings are managed in accordance with all regulatory requirements.

• Attend weekly meeting with building Program Manager to discuss resident and building issues

• Manage strategic plan goals and objectives as related to the duties and responsibilities of this role.

• Work to identify and promote the professional development and growth of all staff.

• Complete performance evaluations for all direct reports bi-annually and recommend salary adjustments annually
Housing Compliance

• Manage resident selection procedures to ensure adherence to Affirmative Fair Housing Marketing Plan and Resident Selection Criteria, as well as all targeting occupancy requirements.

• Meet with resident to complete initial move in and recertification paperwork.

• Assist residents as needed with obtaining third party verifications for recertification and initial move in paperwork.

• Ensure that re-certifications are completed accurately and in compliance with funding and regulatory requirements.

• Review and forward all applicant files prior to move-in to compliance for approval.

• Process and review re-certifications and interim re-certifications prior to forwarding to compliance for approval

• Ensures compliance with tax credit programs through regular file audits

• Review pertinent documentation related to funding regulations and ensures documentation and reporting are submitted to compliance during audits

• Ensure that the property lease files are properly maintained and kept up to date in accordance with PH policy.

• Management of entire leasing process including completion of criminal background checks.

• Manage eviction process for non-payment of fees.
Financial Management

• Demonstrate ability to understand financial goals, operate asset in accordance with PH Policies & Procedures Manual.

• Maintain accurate records of all community transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, etc.).

• Prepare annual budgets and income projections in a timely and accurate manner.

• Ensure that all rents and late fees/check charges are collected, posted and deposited in a timely manner.

• Generate necessary legal action, documents and process in accordance with State and Company guidelines.

• Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.

• Ensure that A /P invoices are submitted to the corporate office for payment , handle petty cash and all funds.
Facilities Management

• Ensure property is well maintained

• Review pending service requests and provide direction to maintenance staff as required so the work is completed.

• Monthly coordination with Maintenance to order supplies as needed to complete make readies and routine work orders.

• Schedule all turnover functions, and check completed work orders to make sure the work is completed in a satisfactory manner. Follow-up with vendors as needed.

• Schedule and complete move-out inspections and related paperwork to determine any charges that need to be assessed to the vacating resident and process move-out paperwork.

• Walk the property multiple times per week to ensure positive curb appeal. Check to make sure the grounds and common areas are free from trash and debris. Write work order requests to complete work as identified.

• Generate work orders in Yardi for maintenance repairs received from residents and/or others.

• Coordinate and schedule preventive maintenance work request

• Coordinate pest control/termite treatments.

• Solicit bids for lawn mowing, snow removal and turnover functions including interior painting, apartment and carpet cleaning and utilize competitive vendors.

• Follow Capital Improvement Request process for items outlined in budget

• Obtain current Liability/Work Comp Insurance Certificates for each contractor and complete new vendor paperwork per PH policy

• Confirm purchased items are within budget

• Prior to making purchases generate a purchase order number in Yardi to reference when processing orders

• Monitor purchasing and conduct trend analyses to maximize buying power and contain costs.

• Monitor purchasing of food for sites with Kitchens.

• Purchase Janitorial supplies.

• Purchase furniture for common areas.
Minimum Qualifications

• Bachelor's Degree and 2 years' experience; or Associate's Degree and 4 years' experience; or High School Diploma/GED and 6 years' office or property management experience. 4 years' experience managing residential properties with supportive services with responsibility for multiple sites.

• A minimum of 3 years of supervisory experience

• Strong supervisory skills

• Strong organizational and administrative skills

• Excellent verbal and written communication skills

• Strong computer skills

• Prior experience managing budgets

• Ability to build relationships internally and externally

• The ability to successfully manage multiple projects simultaneously

• Understands and affirms the mission
Preferred Qualifications

• A valid driver's license

• YARDI experience

• Prior work experience with HUD and/or PHFA properties & regulations preferred

• LIHTC Certification