Property Manager
at Heartland Alliance

Date Posted: 5/29/2019

Job Description

Job Classification:       Property Manager

Summary:  The Property Manager is responsible for overseeing the day-to-day management of the property. The position’s focus is on occupancy, rent collection, completion of work orders, office management, resident services and relations in the property. The Property Manager will manage up to 300 units and is required to be on-call 24 hours a day. This position is the first point of contact for emergencies, including but not limited to maintenance, resident and staffing issues. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

* This position requires a criminal background check to be conducted as part of the pre-hire process.

Essential Duties and Responsibilities:

  • Meets occupancy, compliance, regulatory and budgetary responsibilities as set forth by the Director of Property Management.
  • Reviews interoffice memos and other correspondence; maintains petty cash funds; resident files; attends departmental meetings.

Occupancy & Physical Site Management:

  • Coordinates and oversees preparation and inspection of unit vacancies for leasing with minimal time of turn-over
  • Conducts leasing interviews, inspections, processes resident vacancies and computes initial and interim rentals.
  • Sign leases, tenant occupancy agreements, tenant-related subsidy documents, and monthly vouchers, excluding contracts for service to the property. 
  • Responds to inquiries about properties and vacancies and conducts tours of the housing development(s).
  • Effectively market the property to ensure compliance and a positive community image.
  • Oversees maintenance issues by making periodic inspections of the development; reviews maintenance reports and spot checks work; encourages resident input on maintenance needs and improvements; distributes work assignments to maintenance personnel; investigates complaints on maintenance work, and records monthly maintenance repairs.
  • Monitor staff and vendor compliance with OSHA standards and follow organization protocols for reporting work site exposures.
  • Makes recommendations to supervisor on potential operational issues and areas for concern 

Budget Management:

  • Manage budgets for assigned properties, in close collaboration with the Director of Property Management and the Financial Accountability department.
  • Authorizes purchase requests; ensures expenses are within budget; and completes annual inventory.
  • Manages rent collection, follows protocols for collection of rent from residents and third party payer for subsidized units; refers residents to social services (on-site, when available) if expressing financial duress; follows eviction procedures and protocols for non-payment violations; represents the organization at court to present relevant documentation for eviction proceedings.
  • Monitor expenditures for the assigned property, including maintenance, operations and personnel expenses, including over time usage and costs.
  • Manage petty cash; requests and documents spending in accord with FAS policy.
  • Manages buildings that have subsidized programs, including but not limited to Housing Choice vouchers, commercial occupants and organizational tenants.

Tenant Relations:

  • Foster and model a customer service culture among staff at development site(s) reflecting the organization’s ethics, Philosophy of Care, and values.
  • Directly or indirectly facilitates the resolution of problems presented by tenants in a timely manner; Ensures front desk staff receive crisis prevention training and coaches staff on strategies and techniques for addressing most frequent complaints; Ensures staff are aware of protocols for escalating problems to PM, or grievance procedure and other formal routes for resolution.
  •  Prepares monthly newsletters, attends tenant meetings, or other community building/information sharing efforts, where appropriate.
  • Refers residents to Social Services or Resident Services staff, as appropriate.
  • Communicates with residents on various issues including but not limited to maintenance and improvement priorities and changes in rules and regulations, during monthly resident meetings.
  • evict residents for undesirable characteristics; appears on court to present evidence on undesirable resident behavior

Compliance/Quality Management:

  • All units leased according to organizational policy, including obtaining per-approval on all applicants.
  • Maintain business and tenant files in accordance with applicable laws and requirements as designated by agencies monitoring the property, such as IHDA, NEF, or CHA
  • Ensures that all compliance requirements are completed met, accurately and in a timely manner, to ensure property is in compliance.
  • Completes annual recertification in a timely manner
  • Collaborates with Employee Services, Financial Accountability Services, Communications and other internal resources, as required.
  • Meets internal reporting requirements in a timely manner; Monitors electronic and hard data collection for accuracy; Compiles data from multiple sources and synthesizes for analysis and reporting to senior management, funders, and/or other relevant stakeholders.
  • Must keep up-to-date with developments in the field of compliance and regulatory requirements for properties.

Supervisory Responsibilities :

  • Supervises on-site employees, as assigned.
  • Hires, orients and trains staff; completes performance evaluations and independently initiates disciplinary action when necessary. Consults with Director of Property Management and Employee Services for approval prior suspension or termination of staff.
  • Records time and attendance on subordinates, assigns work, including coordination of scheduling with other Property Managers. 
  • Trains and orients new Property Managers and oversees their properties during their absences.
  • Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
  • Other duties as assigned.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience:  High school diploma/equivalent and 6 years of experience in Property or cross discipline Project Management; Experience must include 1 year of direct staff supervision, reporting to government agencies, budget oversight. Project management experience must include one of the following disciplines; residential management, building maintenance, fee-for-service/rent collection, quality compliance, external networking/community outreach. –or- Associates degree and 4 years of relevant experience; or a Bachelors degree and 2 years of relevant experience.
    • Preferred Experience : with HUD funded subsidizer (i.e. CHA) and community building experience strongly preferred; experience supervising staff in a union environment; experience with vulnerable populations.
  • Licenses/Certifications:
  • Must attend the organization’s supervisory trainings and Non-Violent Crisis Intervention training on an on-going basis.
  • Within two years of occupying this position, courses that relate to the following areas must be taken and passed: Certified Occupancy Specialist, Budgeting, Tax credits, Maintenance, HUD, subsidized housing, Fair housing, Compliance IDHA, CHA, (or similar agencies respective to city and state), and other trainings as assigned by supervisor respective to state
  • May be required: Certified Compliance Processional, in tax credit property.
  • Computer skills: Must be proficient in word processing, spreadsheets, e-mail, and occupancy software or web based database. Experience with YARDI preferred.

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.

  • While performing the duties of this job, the employee is regularly required to talk and hear. 
  • The employee is regularly required to sit, stand and walk.
  • The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  • The employee may be required to travel between multiple developments through out the region

Work Environment:  The work environment characteristics 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.

  • The noise in the work environment is moderate.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization's AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Management
  • Experience: Not Specified
  • Date Posted: 5/29/2019

About Us

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Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.

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