Job Title: Chief Operating Officer/Real Estate Management

Posted 4/20/2022

Job Description:

This is a senior level position whose purpose is to oversee the operation of approximately 4,000 public housing units, overseeing the technical and administrative functions of management, maintenance and modernization activities and contract administration services for privately managed developments. The position is responsible for strategic planning/goal setting, planning and coordination of crime prevention and security programs in all developments and facilities, and development and implementation of strategies to preserve and enhance the value and condition of all properties, as well as directing, overseeing, and assessing the performance of application processing, property leasing and management, maintenance of properties, construction projects, fleet management and maintenance. This position also is responsible for establishing and maintaining appropriate policies and procedures necessary to implement the DHC asset management programs and functions to effectively ensure that federal, local and DHC regulations and performance goals are met or exceeded. Work also involves developing and maintaining standards of performance for property operations, property conditions, safety and security, and financial performance and evaluating accomplishments through the review of recurring and special reports. The Director of Asset Management exercises considerable independent judgment and initiative in performing the duties of the position and must exercise tact and courtesy in contact with federal, state, and local officials, consultants, housing agencies, residents and the general public.

Knowledge

• Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements


• Knowledge of basic office practices, procedures, and equipment


• Knowledge of DHC and departmental policies, procedures, and goals


• Knowledge of DHC’s Administrative Plan and related policies and procedures


• Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department


• Knowledge of HUD HCV program determination of income and rent calculation guidelines


• Knowledge of HUD programs, requirements, and policies/procedures


• Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards


• Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes


• Knowledge of HUD Section 8 programs: regulations, principles, and practices governing


• Knowledge of organization’s structure, policies and procedures


• Knowledge of organizational structure, workflow, and institutional procedures


• Knowledge of principles and practices of community programs and organizations


• Knowledge of principles and practices of urban development and housing management


• Knowledge of report preparation techniques


• Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system


• Knowledge of strategic planning and organizational development techniques


• Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements


• Knowledge of the operation of commission and HUD computer system and software


• Knowledge of the principles and practices of accounting, budgeting and budget administration


• Knowledge of the principles and practices of automated information systems, and data processing


• Knowledge of the principles and practices of employee development


• Knowledge of the principles and practices of human resources management and supervision


• Knowledge of the principles and practices of personnel management and supervision


• Knowledge of the RHF grant programs and Hope IV grant programs


• Knowledge of training methods for all levels of personnel, related to departmental initiatives


• Knowledge PHAS and UPCS inspection systems

Essential Job Functions

• Establish performance measures for each asset to ensure performance consistent with Authority operational objectives and applicable HUD requirements.


• Develop and implement comprehensive, annual business/management plan for each asset to (1) maximize income, and (2) preserve/create asset value. This plan should include a hold/sell analysis, annual operating and capital improvement budget, market analysis, valuation of the asset, and marketing plan


• Ensure that approved property business/management plans are appropriately implemented


• Review and analyze all property activity, income, expenses, and operating characteristics against established goals and objectives


• Administer Property Management Contracts to ensure that contract terms are met


• Ensure that all property operations are carried out in a manner consistent with applicable Authority policies and procedures, HUD regulations, federal, state and local laws, and all Fair Housing and Equal Opportunity requirements


• Initiate and participates in the procurement of management, construction, materials and supplies essential to the effective operation of the properties and preservation of the assets


• Conduct property inspections and performs sample compliance audits to ensure operations in accordance with applicable regulations and policies


• Assist in asset sales, including marketing, negotiations, document review and closings.


• Prepare and submit accurate and timely status reports to the Director of Operations in the prescribed format


• Perform strategic facility analysis to determine the most appropriate treatment to achieve highest and best use of the real asset and to maximize income and value


• Monitor the construction and leasing progress of new projects


• Property-specific management plans are developed in a timely manner and are designed to achieve appropriate property management objectives


• Property-specific operating budgets are produced in timely manner and accurately reflect the applicable operating parameters


• All rent and other charges are properly charged and collected


• Operational deficiencies are diagnosed and corrected in a timely manner


• Site-based maintenance services are delivered in a timely and effective manner


• All rent and other charges are properly charged and collected


• High quality centralized maintenance services are delivered in a timely and cost-effective manner


• Courteous, professional, and effective relationships with residents and resident organizations are maintained


• Non-compliance with the lease is addressed timely and effectively


• Tenant reexaminations are conducted in accordance with guidelines


• Tenant characteristics data is entered, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency in a timely and accurate manner


• Units are leased in a timely manner and that required occupancy levels are maintained.


• Site-based maintenance services are delivered in a timely and effective manner


• Operational deficiencies are diagnosed and corrected in a timely manner


• High quality centralized maintenance services are delivered in a timely and cost-effective manner


• Properties are maintained to conform with UPCS


• Property-specific and agency-wide maintenance plans are developed and implemented in accordance with applicable guidelines


• Central Maintenance operating budgets are produced in a timely manner and accurately reflect operating objectives and resources


• Physical conditions of the properties are regularly assessed and incorporated into maintenance and capital improvement planning


• Contracted capital improvements and maintenance are performed in accordance with contract terms and completed in a timely manner within cost constraints


• Safety and security of facilities are maintained


• Sites, Buildings, Systems, and Units are inspected in accordance with applicable schedules and guidelines, and that correction of deficiencies are undertaken in a timely fashion


• Operational and status reports are prepared and submitted in accordance with guidelines


• Management records are properly maintained


• Participate in preparation of the DHC’s 5-Year and Annual Plans


• Develop policies and procedures, for the approval of the Director of Operations, in areas of responsibility


• Provide formal periodic operational and status reports to the Director of Operations and attend periodic executive staff meetings and monthly Board meetings


• Establish and maintain positive community and client relationships


• Represent the agency in meetings with governmental officials, non-profit agencies and the general public


• Facilitate cross-functional communication and cooperation


• Interpret policy for subordinates, when required


• Establish and maintain reporting systems to monitor performance standards and to ensure that written records of performance are maintained


• Ensure training for all staff on statues, regulations, rules, policies, and procedures related to the Asset Management operations and public housing management.


• Monitor changes in federal and other regulations, assess impact on the agency and inform senior staff


• Establish performance standards for subordinates, prepare (or approve) performance appraisals, and discuss with employees or supervisors; ensure position descriptions are current, and take disciplinary or corrective action as needed


• Conduct regular staff meetings and maintain record of meeting highlights. Interview prospective employees and make hiring decisions; approve or disapprove hiring recommendations from subordinate managers


• Some of the functions have a direct impact my Dept. More communication is needed


• The position incl. Review of RFPs with Procurement, working with Dev. to monitor inventory


• Reporting is submitted to the Executive Director not Director of Operations


• This role incl. interviewing and selecting candidates for open positions Also, an understanding of Housing Risk Management and Emergency Preparedness - Critical; Interview Process and Selection Process- Medium, Monitoring of Monthly Financial Statements incl. P&L - Critical; Data Analytics critical; all monthly monitoring

Supplemntal Functions

All other duties as assigned

Required Skills:

• Account for time and materials


• Actively listen to fully understand circumstances


• Analyze and report data to understand effectively make decisions


• Analyze contract modifications and make appropriate decision


• Analyze invoices, purchase orders and requisitions accurately


• Analyze situations, review available actions, and determine the best course of action


• Anticipate potential issues to develop preventative actions


• Assess training needs and determine method for obtaining training


• Attend to detailed work accurately and efficiently


• Build consensus and bridge differences to accomplish organizational goals


• Build, direct and manage teams effectively


• Calculate, compute, summate and/or tabulate data and information, and present effectively


• Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds


• Communicate ideas, thoughts, knowledge and information to foster clarity and engage others


• Communicate technical ideas clearly and effectively


• Complete work order forms in accordance with established procedures


• Delegate duties and assignments to achieve objectives


• Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals


• Develop and maintain effective working relationships with stakeholders to accomplish organizational goals"


• Develop policies and procedures congruent with organization’s needs


• Earn the confidence and cooperation of peers


• Establish evaluation standards and evaluate performance fairly and accurately


• Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria


• Implement decisions in accordance with established requirements


• Initiate and manage work projects


• Interact effectively in a complex, dynamic environment


• Lay out, oversee and coordinate public housing projects


• Lead with vision and expertise


• Maintain confidentiality


• Manage conflict effectively


• Manage multiple priorities and demands within established requirements


• Negotiate effectively


• Operate standard office equipment


• Plan, organize, complete or assign work and special projects in order to meet organizational goals


• Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations


• Promote intra-departmental and inter-departmental cooperation Essential


• Provide and receive constructive and motivational feedback Essential


• Provide feedback and guidance to management staff regarding eviction and security items


• Provide high level, quality customer service both internally and externally Essential


• Read and understand department specific documentation, and policies and procedures


• Research issues using a variety of sources to obtain data and information Important


• Safely operate powered machines


• Supervise and support staff


• Understand and apply HUD organizational rules, instructions, policies and procedures appropriately


• Use sound judgment when implementing decisions


• Utilize strong interpersonal skills to interact with various stakeholders

Required Abilities

• Act independently


• Analyze situations


• Attend to details


• Communicate verbally


• Communicate in writing


• Concentrate


• Empathize l


• Identify problems


• Initiate


• Manage pressure


• Motivate


• Multi-task


• Organize


• Problem solve


• Think creatively

Other Requirements

• Must have or be able to acquire a valid state driver’s license


• Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider


• Must be insurable under the agency’s insurance policy


• Real Estate Salesperson or Broker License; Public Housing Management or, Tax Credit Certification, Housing Compliance Credit Professional or, Certified Apartment Manager

Physical Activities and Demands

• Lifting


• Carrying


• Pushing


• Pulling


• Sitting


• Standing


• Walking


• Ascending/descending stairs


• Reaching


• Bending


• Kneeling


• Crouching


• Grasping/ finger manipulation


• Visual acuity

Equipment

• Phones


• Computer/laptop


• Copiers/printers


• Scanners


• Projectors


• Monitors


• Communication systems

Work Environment

• Outdoor environments


• Indoor environments


• Work in hot, cold, wet surroundings


• Potential exposure – communicable disease


• Exposed to continual, multiple distractions

Software

• Accounting software


• Customer relationship management software


• Contract management software


• Database software


• Programming software


• Financial systems


• Internet software


• Inventory software


• Spreadsheet software


• Word processing software


• Property management software

Educational Requirements

Bachelor's Degree

Experience Requirements

• Experience must be in real estate asset management, multi-family housing management, program management of federal housing programs, and interpreting and implementing HUD regulations


• Experience in managing third party asset management contracts and low rent public housing programs are a plus.


• 7 years of management experience


• Strong leadership skills; and proven ability in motivating employees and promoting team work


• Public Housing Management certification is required within one year of employment

Suporvisory Responsibilities

The incumbent is responsible for the oversight, management and supervision of all Detroit Housing Commission developments including the activities for Modernization, Asset Management, Maintenance, Occupancy, and Resident Services, through intermediate managers and private management companies.

Direct employee supervisory responsibilities of 30+ employees

Reports To
Executive Director

SALARY RANGE: $100,000-$120,000

MARIJUANA

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.

Please note: A COVID-19 vaccination is a requirement for employment with DHC.

Submit cover letter, and resume detailing your qualifications/work experience and Voluntary Self- Identification forms to:

David Brukoff
Detroit Housing Commission
1301 E. Jefferson
Detroit, MI 48207

OR

Apply online at www.dhcmi.org under Careers.

Apply