Job Title: Property Manager III
The purpose of this position is to manage, and oversee the operations, maintenance, and administration of an assigned housing community or communities of the Detroit Housing Commission (DHC). This includes marketing, leasing and lease enforcement, rent collection, maintenance, continued occupancy, inspections, service contracts, security, resident services, budgeting and assuring the positive financial performance of the property. The Property Manager is vested with the authority to make discretionary decisions in the event circumstances occur that are not covered by written instructions or known policies and procedures. This individual is part of a team that is committed to high performance and quality customer service. The Property Manager is responsible for ensuring that all property operations are carried out in a manner consistent with applicable DHC policies and procedures, HUD regulations, federal, state and local laws, and all fair housing and equal opportunity requirements. Work is evaluated based on results and compliance with relevant guidelines and HUD public housing standards.
In the absence of higher level management staff, this position independently plans the work of subordinate staff and directly supervises Assistant Property Managers, Maintenance Technicians, Building & Grounds Custodians and all staff assigned to the housing site.
Essential Job Functions
- Marketing and Leasing
- Develop and implement plans to achieve and maintain full occupancy.
- Design, annually update, and execute property-specific marketing plans that accurately reflect marketing needs and opportunities.
- Receive and process applications for occupancy in a manner consistent with agency policies, procedures and applicable regulations.
- Maintain the waiting list in accordance with agency policy and approved procedures and ensures that the list contains adequate number and type of families to fill current and anticipated vacancies.
- Screen, verify and determine the eligibility and suitability of all applicants for housing in accordance with agency policy, procedures and approved regulations.
- Select qualified applications from the waiting list and offer them appropriate housing in accordance with applicable policies and in a manner that achieves the timely leasing of units.
- Accurately calculate initial rent and utility allowances.
- Execute lease on behalf of DHC and conduct move-in inspection and leasing orientation with each new lessee.
- Initiate actions necessary to control vacancies and unit turnover in accordance with applicable HUD and DHC guidelines.
- Continued Occupancy
- Perform timely and accurate annual and interim examinations of factors affecting eligibility, suitability and rent of each family in occupancy.
- Accurately calculate and establish annual and interim rent amounts, and notify families of these changes in a timely manner.
- Monitor and enforce resident compliance with the lease in a manner that establishes and sustains a positive living environment for all families.
- Perform periodic inspections of dwelling units to determine compliance with applicable physical and occupancy standards in accordance with established schedules.
- Initiate and process evictions for lease violations in compliance with DHC policies, schedules and applicable federal and state laws.
- Conduct move-out inspections in a timely manner and accurately calculate charges against security deposits.
- Monitor occupancy and unit availability and unit condition in a manner that ensures that units are properly maintained and re-occupied in accordance with PHAS (or any HUD reporting methodology that supersedes PHAS) or applicable policies.
- Resident Relations
- Establish and maintain positive relations by interacting with community residents through formal and informal meetings, and through oral, telephonic and written communication.
- Administer informal resident grievance process in accordance with established policies and procedures and applicable HUD requirements.
- Receive and fully document resident complaints, promptly address the complaints, and appropriately communicate actions taken to the complaining resident.
- Conduct all contact with customers, and services provided, in a courteous, professional manner.
- Financial Planning and Management
- Prepare and monitor property specific operating budget(s) that accurately reflect anticipated income and reasonable expenses. ,
- Ensure the timely and cost effective provision of required materials, supplies and services by facilitating their procurement consistent with DHC policy, property specific management plans and budgets, and the actual needs of the property.
- Direct or monitor the routine collection of all rent and service charges due from residents and maintain an accurate and complete daily record of cash balances; take appropriate steps to minimize or eliminate delinquencies.
- Monitor and accurately report on the financial performance of the property in a timely manner.
- Achieve maximization of resources by devising and implementing measures to contain utility costs and promote conservation.
- Maintain 98% rent collection efficiency for all residents in occupancy.
- Devise and/or review property specific maintenance plans that promote timely delivery of quality maintenance services.
- Direct, supervise and/or monitor the provision of responsive maintenance services and ensure that the residents and the property receive prompt, efficient, courteous and quality service.
- Direct, supervise and monitor the provision of custodial and preventive maintenance to ensure the preservation of property and the promotion of the appearance of the property.
- Inspect on a regular basis the buildings and grounds, noting deficiencies, and initiating and confirming the appropriate corrective action.
- Direct and monitor the preparation of vacant units for re-occupancy, in accordance with DHC quality and time standards.
- Evaluate buildings and grounds for physical improvement and maintenance control; meet with residents to assess needs and concerns leading toward general improvement of the community.
- Ensure the timely and efficient provision of required logistical support of maintenance efforts through the execution of compliant and cost effective procurement of materials, supplies, equipment and services, and the administration of effective inventory control measures.
- Identify safety and security risks to property and residents, and recommend, develop and/or implement plans to reduce or eliminate those risks.
- Monitor the performance of in-house and/or contracted security services to ensure provision of services consistent with contracts and service standards.
- Report and track incidences of crime in accordance with established procedures.
- Create a positive relationship and engender local support of anti-crime activities by establishing and maintaining liaison and facilitating cooperation with local law enforcement officials.
- Resident Services
In conjunction with the Resident Services Department:
- Ensure provision of appropriate services by identifying supportive service needs of residents and assisting families with accessing the required services through referral and intervention.
- Facilitate families’ access to services by interacting with and representing DHC with various outside agencies providing community services to the residents; maintain liaison with social service delivery agencies.
- Strengthen the DHC/Resident Partnership and promote improved quality of life by providing advice and technical assistance to recognized resident groups.
- Participate in the planning, coordination and execution of supportive service programs and funding proposals that benefit residents.
- Facilitate the administration of the Community Service requirements in accordance with applicable regulations and DHC policy.
- Attend Resident Council meetings and activities.
- Recordkeeping and Reporting
- Document records of management and maintenance activity in the prescribed manner and format.
- Maintain files, records, and manuals according to federal regulations, DHC policy, and other requirements.
- Accurately and completely post to the rental register and perform general bookkeeping functions in a timely manner and in accordance with prescribed procedures.
- Analyze property operating data and produce and submit daily, weekly, and monthly reports on the status of property operations according to established schedules and as necessary.
- Accurately and timely input resident characteristics data, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency.
- Collect and submit data for insurance claims, damage claims, follow-up on repair work of damaged units and associated resident relocation.
- Supervise Assigned Staff
- Conduct regular staff meetings and maintain record of meeting highlights.
- Prepare performance standards for subordinates, prepare performance appraisals, and discuss with employees.
- Interview prospective employees and make hiring recommendations.
- Train or ensure subordinate staff has essential training.
- Take disciplinary action as needed.
- Monitor attendance and enforce attendance control in accordance with applicable policies.
Perform other duties as assigned
- Knowledge of property management principles and practices.
- Knowledge of HUD regulations governing occupancy and administration of public housing and applicable federal and state fair housing requirements.
- Knowledge of effective property management and resident relations.
- Knowledge of the principles and practices of human resources management and supervision.
- Knowledge of the principles and practices of accounting, budgeting and budget administration.
- Knowledge of standard office procedures, including filing, and standard office equipment, including computer, fax, copier, telephone system.
- Knowledge of public housing management software programs and standard office software programs including Microsoft Windows and Microsoft Office programs.
- Ability to communicate effectively, both orally and in writing, with groups and individuals both internal and external to DHC and from a broad range of socio-economic backgrounds.
- Ability to plan, to organize, to assign, and to manage routine work and special projects in order to meet organizational goals.
- Ability to develop and establish effective working relationships with employees, officials, and the public.
- Ability to compile data and prepare recurring and special reports as required.
- Ability to analyze reports and data, and formulate recommendations.
- Ability to manage multiple priorities.
- Ability to anticipate potential problems and needs in order to develop and initiate appropriate corrective action, and to use sound judgment to make and implement decisions.
Physical Effort and Working Conditions
Approximately 70% of the work is performed at a desk in an office environment. However, work may require long periods of standing, walking over rough or uneven surfaces, bending, stooping or similar activities. The work involves normal risks or discomforts associated with an office environment. The incumbent must be able to physically access all housing sites. The work area is usually adequately lighted, heated, and ventilated. Work may entail travel to meetings, conferences and workshops in other cities. Work hours may vary from the normal core hours of DHC and on occasion may involve weekend work.
The Property Manager must have and maintain a valid State of Michigan Driver’s License, be bondable and insurable, be capable of obtaining federal, State of Michigan and City of Detroit Police Department criminal investigation clearances, and be able to pass a drug screening test administered by DHC or its the appointed designee. The incumbent must have or obtain an industry recognized certification such as Public Housing Manager within six (6) months of appointment to this position. NAHRO, NCHM or IREM certification a plus.
Minimum Qualifications (Education/Experience)
A Bachelor’s Degree, from an accredited college or university, in business administration, public administration, or social sciences or closely related field plus 4 years of progressively responsible supervisory management experience in public or other housing is preferred. A combination of housing and non-housing management experience, which includes at least 2 years of supervisory experience, that provides the required skills, knowledge, and abilities, including proficient use of computers in maintaining records, to perform the essential functions of the position may be considered when evaluating the requirement of 4 years of progressively responsible supervisory management experience in public or other housing. In lieu of a Bachelor’s Degree, candidates possessing an Associates’ Degree who have 4 years of full-time housing supervisory experience will be considered.
SALARY: $46,000 - $53,000
Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law. As a federally funded agency DHC’s employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC. Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC. DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.
HOW TO APPLY:
Submit cover letter, and resume detailing your qualifications/work experience and Voluntary Self- Identification forms to:
Detroit Housing Commission
1301 E. Jefferson
Detroit, MI 48207
Apply online at www.dhcmi.org under Careers.