Position
Seeking Office Manager at a Project Based Section 8 HUD 37 unit property in Cotati California with 3-5 years HUD experience. This is a full time position with 40 hours a week and the schedule is flexible, this position does not include housing. This individual will be responsible for planning, controlling, and directing the day-to-day operation of the property to provide safe, decent, sanitary housing to residents, and for maintaining effective and harmonious resident relations. The Office Manager is responsible for assisting the Property Supervisor in maintaining the physical assets and maximizing the financial returns from the asset in accordance with the owner's objectives.
This position includes, but is not limited to personnel management, leasing, collections, resident services, coordinating maintenance, information reporting, and compliance with all applicable laws, regulations, and company policies.
We are an Equal Opportunity Employer
Tasks
· Create and maintain professional and friendly relationships with residents, vendors, personnel, and the public.
· Continually working to obtain full occupancy of property rentals and/or retain current residents. This includes marketing efforts, preparing regular market surveys, responding to inquiries regarding the property, giving tours of property and available units to prospective residents, following up with any prospective residents, and maintaining the waiting list.
· Print and post recertification notices. Perform and complete any interim certifications and recertifications as required.
· Maintain EIV reports - check income discrepancy, change in income
· Maintain files in compliance with HUD, State Housing Division, PNC, and any additional compliance related regulations. Work with internal compliance team.
· Assist tenants with forms related to their current housing. Social service forms, Social Security paperwork, UREA Paperwork, VA paperwork, Medicaid/Medicare paperwork, SNAP benefit forms.
· Reviews all rental applications, obtains screening reports, schedule occupancy, prepare lease agreements and additional paperwork, and oversee move in process from to start to finish.
· Coordinate preparation of any apartment units upon tenant turnover. This duty includes inspection of unit upon notice of pending vacancy, overseeing the move out process and inspecting unit post move out for unit turnover, including necessary maintenance work and cleaning to prepare unit for new residents.
· Receive resident complaints and issues then assist with appropriate resolution. This includes maintenance issues and requests.
· Collect and record monthly rents, late fees, and work with residents to insure that all rents are paid in a timely fashion and delinquencies are at a minimum. This includes running a resident delinquency report to capture any tenants who are past due on their rent payment.
· Walk property grounds to inspect, clean, and remove any debris and/or garbage, maintenance issues, and create a list of any violations to the property's rules and regulations.
· Record work orders, meet with maintenance tech(s) to review work orders and schedule maintenance work to be completed each day/week, and makes regular follow-up inspections on maintenance work.
· Work with all vendors to schedule appointments, ensure they are performing their job to our standards and procedures, and obtain documents showing the vendors have adequate insurance, licenses and any other documentation that may be needed.
· Accounting tasks include, but are not limited to, input vendor invoices in a timely manner to ensure no late charges are incurred, manage petty cash, close and create security deposit statements, prepare monthly statements, and communicate with bookkeeper as necessary.
· Manage quarterly property inspection, annual apartment inspections, apartment turnover and inspection.
· Administrative tasks include, but are not limited to, handle all incoming and outgoing phone calls, email correspondence, and drafting and posting notices, prepare reports of property updates and vacancy data, and maintain records, reports, and files. Assist the property supervisor with special property-related projects.
· Perform light maintenance and janitorial work.
· Be available for evening and weekend coverage for property emergencies.
· Additional duties not listed may be assigned
Skills
To perform this job an individual must possess the following skills. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Speaking - Proficient in speaking, reading, and writing English.
· Writing - Ability to prepare written reports
· Mathematical - General math skills needed.
· Taking Direction - Must be able to follow written and oral directions. Able to work independently and as part of a team.
· Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
· Service Orientation - Actively looking for ways to help people.
· Sales and Marketing - Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
· Management of Personnel - Motivating, developing, and directing people as they work, identifying the best people for the job.
· Time Management - Managing one's own time and the time of others. Work well under pressure and deadlines, as well as prioritize time effectively.
· Management of Financial Resources- Determining how money will be spent to get the work done, and accounting for these expenditures.
· Judgment and Decision Making- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
· Management of Material Resources - Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed.
· Technology — must have basic computer knowledge. Experience with billing software (Yardi), email (IBM Lotus Notes), and Microsoft Office software preferred.
Work Context
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.
· Duties require the ability to sit and stand for frequent and prolonged periods of time.
· Duties require time spent walking on a daily basis.
· Duties require time spent bending or twisting the body.
· Duties may require repetitive motions.
· Duties may require you to interact with unpleasant or upset people.
· Ability to lift 251bs.
Communication
· Must be able to respond to requests and communicate with clients, tenants, co-workers, and vendors in person, via
Telephone and email
Work Setting
· Work is performed in a temperature controlled office approximately 70 percent of the time. Inspections, tours, deliveries, etc., may be performed, in part, outside with varying weather conditions.
· May be exposed to hazardous materials such as paints, cleaners, or other janitorial/maintenance materials.
Qualifications
High School Diploma (or GED or High School Equivalence Certificate)
Possession of valid Driver's License and state mandated insurance required
Previous experience working with HUD/Section 8 and Tax Credit properties
Preferred Qualifications
Property management experience
Certification and/or training in Fair Housing Compliance
Prior experience with REACs and MORs
