The Property Manager is the primary representative of management to the residents and the public. This employee has the direct responsibility for the day-to-day operation of the assigned community. The Property Manager is the management vehicle for implementing all of the policies and procedures established by Northwest Georgia Housing Authority (NWGHA).
Major Duties and Responsibilities
- Maintain the property manager’s office for the efficient operations of the community; ensuring the business office is open and operational in accordance with established guidelines and NWGHA policy.
- Maintain visibility at each of the communities; conduct daily outside inspections to ensure it is maintained according to NWGHA standards. Drive through community daily and walk weekly, noting deficiencies and leaving warnings.
- Responsible for all evictions based on NWGHA policies including scheduling Grievance Committee Meetings and attending court hearings.
- Assist in planning and implementing safety and security programs, promote residents’ involvement, and serve as a liaison with the Security Coordinator; assists in the eviction of violent or criminal residents, and maintain a list of emergency telephone numbers as well as enforce safety and fire prevention.
- Supervise on-site staff to conduct daily operations and ensure proper project management activities.
- Show vacant apartments and sell prospective residents on the desirability of the units and community to maximize occupancy of assigned community.
- Supervise and direct the scheduling of all maintenance necessary to maintain the units in accordance with UPCS standards. Initiate work orders and monitor completion to minimize turnaround time.
- Manage the community facilities of the neighborhood, participate in planning new or remodeled facilities and/or equipment purchases, and schedule and administer the use of facilities and equipment as needed.
- Accept applications and screen applicants in accordance with NWGHA policy and complete lease up process. Conduct tenant orientation; review and explain lease requirements to help ensure compliance with the lease requirements and occupancy policies. Issue lease violations, conference with residents and initiate the eviction process when needed.
- Create and maintain a waiting list of eligible applicants in chronological order.
- Handle residents’ complaints and concerns and make appropriate referrals to the FSS Coordinator, Rome Children’s Academy, and other NWGHA programs and Resident Associations outside agencies as needed.
- Identify and recommend improved methods for providing Resident Services, planning and implementing social service programs, reducing operating expenses and maintain the physical assets of the community.
- Inspect maintenance work to ensure that work orders are completed to ensure that the quality of the work is acceptable. Submit monthly work-order report to the Executive Director.
- Perform move-in, housekeeping and pest control inspections of all units in accordance with NWGHA housekeeping policies and UPCS standards. Initiate work orders for repairs and damages as needed.
- Ensure rent calculations, annual and interim recertifications are completed in accordance with HUD regulations and NWGHA policy. Monitor and track residents to ensure compliance with Community Service and Zero Income requirements; submit monthly reports as required.
- Place orders for maintenance supplies by established guidelines of NWGHA purchasing procedures.
- Review and sign off on all daily and monthly reports.
- Prepare weekly management and occupancy reports as directed by management. Complete and submit to the Executive Director all required reports by established deadlines.
- Responsible for collecting rent and all financial transactions are handled in accordance with all established procedures and NWGHA policy.
- Work closely with Director of Housing in creating and implementing marketing strategies to help maintain established occupancy standards.
- Integrity and Trust – Show consistency between words and actions.
- Protect confidential and sensitive information.
- Effectively handles emotions, including anger and frustration.
- Ethics and Values – Engages in open and honest dialogue with others.
- Treat all individuals (residents, staff and guest) respectfully, professionally and fairly.
- Customer and Team Focus – Establish and maintains effective customer relationships.
- Demonstrates effective customer relationships.
- Perform other duties as required by the Director of Housing and the Executive Director.
Required Knowledge, Skills, and Abilities
- Thorough knowledge of Housing Authority’s public housing program.
- Thorough knowledge of HUD rules, regulations, and policies on leasing and occupancy.
- Knowledge of modern office practices and procedures.
- Knowledge of report preparation techniques.
- Skill to operate personal computer, typewriter, calculator, and other common office machines.
- Ability to physically assess the units
- Ability to make mathematical computations with speed and accuracy.
- Ability to understand and follow written and oral instructions.
- Ability to maintain moderately complex clerical records and prepare reports.
- Ability to establish and maintain effective working relationships with residents, Housing Authority employees, public officials, and the general public.
- Ability to pass the Public Housing Management test within one year.
Minimum Education, Training, and/or Experience
The successful candidate must have a preferred minimum of a two-year degree, preferably a four-year degree from an accredited college or university. In addition, any experience and/or knowledge of public housing is a plus. Ability to manage a high workload, multitask projects, and completing priorities, with strong attention to details, excellent organizational skills, and the ability to work well under pressure.
- Possession of a valid State of Georgia Driver’s License.
- Certification as a Public Housing Manager or ability to obtain certification within on year.
- Ability to be covered under the Housing Authority’s fidelity bond.
- Ability to be insured under the Authority’s vehicle policy.
- Maintain occupancy rate.
- Ensure timely vacancy unit turnaround time.
- Ensure that UPCS inspections & repairs are complete.
- Emergency work orders completed within 24 hours.
- Routine work orders completed within 21 days.
- Rent and other charges collection rate.
- Write-offs completed timely.
- Maintain files in accordance with HUD guidelines.
- Reexaminations completed in timely manner (PIC Reporting Rate).
- Conduct orientations.
- Complete housekeeping inspections and make referrals as required by policy.
- Resident Services- Active Tenant Association
- Move-outs completed within 30 days.
- Occupancy Rate 100 to 99%- Outstanding; 98 to 97% -High Satisfactory; 96% - Satisfactory; 95% - Moderate; Below 95% - Unsatisfactory
- Collection Rate 100-99% Outstanding; 98% and below- Unsatisfactory
- Vacant Unit Turnaround- 10 and under – Outstanding; 15 to 11 – High Satisfactory; 16 to 20 – Satisfactory; 20 to 24 – Moderate; 25 and above- Unsatisfactory
- Emergency Work Orders – 100% - Outstanding; 99% and below- unsatisfactory /Routine Work orders
- UPCS- NLT July 31st – Outstanding; NLT August 30th – High Satisfactory; NLT September 30th – Satisfactory; After September 30th – Unsatisfactory
- PHAS Score- 50 – Outstanding; 49 – High Satisfactory; 48- Satisfactory; 47 – Moderate; 46 and below- Unsatisfactory
- PIC Reporting Rate- 100% - Outstanding; 99%- High Satisfactory; 98%- Satisfactory; Below 98%- Unsatisfactory
- Move-outs- Unsettles Move-out Accounts
- Maintain Files- Quality Control
- Housekeeping Inspections- Pest Control Reports/Referrals to Resident Retention
- Write-offs- Pre-generation write-offs
- $17.44 to $20.00 per hour.