Job Title: District Asset Manager
The purpose of the position of District Asset Manager is to provide leadership, direction and oversight in the day-to-day operations. The District Asset Manager is required to use PHAS (Public Housing Assessment System) indicators to assess DHC’s performance in managing its public housing programs. The District Asset Manager will manage, mentor, train, supervise, and oversee the maintenance, and administration of an assigned housing community or communities owned and managed by the Detroit Housing Commission (DHC) as well as oversee the administration and management of housing communities that are DHC component units (CU) or that are DHC-owned housing communities managed by third parties (AME-managed).
The District Asset Manager will:
- Advocate for DHC’s mission and lead in a manner consistent with DHC’s values.
- Assist in the development and monitoring of and compliance with policies and procedures related to DHC-managed, CU owned and operated and AME-managed housing communities.
- Share responsibility with DHC property managers, CU managers and AME managers for maintaining the physical asset in excellent condition and monthly and quarterly monitoring of financial performance of the assigned portfolio.
- Formulate the annual goals and operations plan in line with DHC’s strategic goals and HUD requirements, and develop budget(s) for the assigned portfolio by analyzing and evaluating financial statements, reconciling monthly statements against approved budget, and working with the Director of Asset Management and others to address financial resource and staffing needs and other issues.
- Oversee the operating performance of and compliance with DHC’s management procedures and policies by inspecting properties, reviewing financials, conducting operational and file audits, and developing corrective action plans as necessary to achieve stated goals and objectives.
- Supervise the staffing and talent acquisition for the assigned portfolio, and manage team members by orienting, training, and overseeing team members’ performance in accordance with DHC’s policies, values, and business practices.
- Foster positive, active and collaborative relationships with residents, communities, community partners and associated agencies.
- Stay abreast of housing, industry and economic conditions to identify and communicate emerging trends, regulations, opportunities, and potential threats.
- Create long-and short-term plans to achieve DHC’s targeted performance benchmarks and objectives.
- Complete various financial and administrative reports and analyses.
- Assist department heads and other supervisors with special projects, as needed.
- Perform other duties as assigned or as necessary. This includes, but is not limited to, performing all tasks related to marketing, leasing, lease enforcement, rent collection, maintenance, continued occupancy, inspections, service contracts, security, resident services, budgeting and assuring the positive financial performance of the assigned portfolio.
The District Asset 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 position independently plans the work of subordinate staff in the areas of management and maintenance, and ensures that residents receive prompt, efficient, courteous and quality service. This individual must direct and work as part of a team that is committed to high performance and quality customer service. The District Asset 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.
The District Asset Manager supervises Property Manager I, Property Manager II and provides guidance for the management of Assistant Property Managers, Maintenance Technicians, Building & Grounds Custodians and any other staff assigned to a housing site.
Essential Job Functions
The District Asset Manager is responsible for the oversight of, training staff how to perform, and performance of day-to-day site-operations tasks, as necessary, of the following:
- 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.
- Ensure proper and timely handling of the application process for occupancy in a manner consistent with DHC policies, procedures and applicable regulations.
- Maintain the waiting list in accordance with DHC policy and approved procedures and ensure that the list contains adequate number and type of families to fill current and anticipated vacancies.
- Ensure that the screening, verification and determination of eligibility and suitability of all applicants for housing are compliant with DHC’s policy, procedures and HUD 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.
- Calculate initial rent and utility allowances properly and timely and conduct file audits to ensure compliance in accordance to HUD regulations.
- Execute leases properly and timely on behalf of DHC and, conduct move-in inspection and leasing orientation with each new lessee.
- Assist in lease-up activities to support successful new development launches, when applicable.
- Initiate actions necessary to control vacancies and unit turnover in accordance with applicable HUD and DHC guidelines.
- Continued Occupancy and Compliance
- Ensure timely and accurate annual and interim examinations of factors affecting eligibility, suitability and rent of each family in occupancy.
- Assist in submitting required information to HUD via PIC.
- Assure that all records are kept in an audit-ready condition.
- Oversee daily compliance operations for assigned portfolio.
- Calculate accurately and establish annual and interim rent amounts and notify families of these changes in a timely manner.
- Monitor file compliance for waitlist compliance, file organization and proper documentation, in accordance with HUD and DHC requirements.
- 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.
- Develop and maintain schedules and tracking for preventative maintenance and housekeeping inspections.
- 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) and/or applicable DHC policies and procedures.
- Preserve and respect resident and applicant confidentiality.
- 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 DHC 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 acquisition 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 and 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.
- Maximize resources by devising and implementing measures to contain utility costs and promote conservation.
- Maintain 98% rent collection, or higher, efficiency for all residents in occupancy.
- Devise and/or review property specific maintenance plans that promote timely delivery of quality maintenance services.
- Prepare and maintain routine and ad-hoc reports, including but is not limited to, monthly, quarterly and annual reports.
- 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 HUD regulations and DHC policy.
- Attend Resident Council meetings and activities.
- Work patiently, professionally and cooperatively with residents and staff to provide high quality customer service.
- 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.
- Post to the rental register and perform general bookkeeping functions in a timely and accurate manner 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.
- Input resident characteristics data in a timely and accurate manner, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to HUD.
- 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/recommend 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; PHAS and UPCS inspection systems.
- 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, scanning, 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 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 maintain 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 District Asset 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 appointed designee. The incumbent must have or obtain within six (6) months of appointment to this position an industry recognized certification such as Public Housing Manager. NAHRO, NCHM or IREM certification a plus.
Minimum Qualifications (Education/Experience)
Bachelor’s degree in business administration, public administration, or social sciences from an accredited college or university or closely related field plus 3 years of progressively responsible experience in public housing or property management is required, or an equivalent combination of education and experience which includes Housing designation certification(s) such as CAM, ARM, CPM, PHM, etc., at least two (2) years of supervisory experience, with housing or property management responsibilities, plus proficient use of computers in maintaining records.
|This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this position. All incumbents may not perform all the job duties listed, some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.|
SALARY: $53,000 - $60,000 full benefit and defined contribution retirement plan
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.