This is a professional-level class that is responsible for the day-to-day management of the Commission’s rental properties involving considerable contact with applicants, tenants, contractors, vendors, and others, and exercises independent judgment and discretion in a variety of circumstances. Incumbents should be available as needed on a 24-hour basis, and reside at the assigned site while actively fulfilling the role of this position. The right to use an apartment unit is an incident to and a condition of employment with the Commission. At the employer’s request or due to agency requirements, the On-site Property Manager may be asked to move to another unit within the complex or another Commission owned property. This class is distinguished from the Housing Programs Manager in that the latter has overall responsibility and oversight of all housing programs and services.
Examples of Essential Job Functions:
- Supervises, directs, and evaluates maintenance and other assigned personnel, reviews leave requests, addresses employee concerns and problems, directs work, counsels regarding work related matters, disciplines, and completes employee performance appraisals; assists in conducting and preparing training materials for staff training sessions; manages and coordinates staff and resources to accomplish property goals and objectives.
- Manages all aspects of an assigned unit, including cash flow analysis, budget preparation and monitoring, contract monitoring, advertising and marketing, tenant retention and tenant relations; implements house rules as well as policies and procedures.
- Screens and approves or rejects prospective residents; reviews all rental applications and lease forms; explains lease documents; reviews and approves all new leases; prepares and processes lease terminations; makes independent determinations regarding the suitability of tenant evictions and renders recommendations for filing of Unlawful Detainers; performs evictions as required and represents Commission at court proceedings and informal hearings as necessary; ensures that lease files are complete and that correct entries are posted.
- Monitors the market and assists in developing an effective lease renewal program with a focus on ensuring full occupancy; develops and implements strategies to market property and successfully achieve leasing goals.
- Implements and assesses effectiveness of property marketing strategies and makes independent judgments in the implementation of these strategies.
- Monitors the HOME program in accordance with the US Department of Housing and Urban Development (HUD) requirements and guidelines; maintains a waiting list for the program with eligible candidates and ensures eligibility upon move-in.
- Re-examines the income and composition of resident households annually to determine if resident’s unit size is appropriate and whether the resident is within the State income limits.
- Develops a yearly budget and ensures that projects operate within the approved budget; maintains inventory records; submits purchase requests, monitors expenditures and keeps expenditures within budget; prepares and submits reports; reviews and monitors accounts receivable; responsible and liable for a petty cash fund.
- Reviews accounts receivable reports regularly and conducts and documents collection activities for all delinquent accounts; reviews accounts, collects rents and other charges when due and ensures that all funds collected are documented properly; makes any necessary adjustments (e.g. requested deposit refunds).
- Reviews and analyzes financial needs and trends for the fiscal year; tracks expenditures on an ongoing basis; submits budget variance reports regularly.
- Interacts with tenants, guests, and invitees, including without limitation ensuring all incident reports are documented in a timely manner; exercises independent judgment in dealing with problems arising on or around Commission property, including without limitation making decisions regarding complaint resolution, emergencies, criminal activity, etc.
- Conducts inspections of properties and generates work orders; prioritizes and disperses work orders; documents all damages to property; ensures all assigned work orders are accomplished; reviews and conducts follow-up procedures on maintenance work orders to ensure that work orders are completed satisfactorily and in a timely manner.
- Determines and authorizes work orders requiring outside contractors and monitors the progress of contracted work, coordinates work of contractors and vendors, and ensures contracted work is inspected for quality; escorts contractors and other workers on site; monitors completion of maintenance requests to minimize vacancy turnaround time.
- Responsible for the preparation and distribution of inspection notices. Inspects vacant units to ensure rental readiness; performs move-out inspections to assess condition of vacated units and monitors the unit’s progress to ensure that make-ready, safety and cleaning processes are all performed effectively and efficiently; ensures make-ready units are completed within 7 days of move-out.
- Initiates and implements policies and procedures to achieve and maintain a high standard of resident service and resident communications; oversees tenant activities; cultivates tenant-management relations.
- Ensures that assigned properties present an aesthetically pleasing appearance in accordance with established property management standards; ensures grounds, common areas, and community spaces are clean, well-maintained, and present excellent curb appeal.
- Monitors curb appeal, office and model appearance and signage.
- Regularly patrols residential sites and related facilities, such as laundry rooms, parking lots, trash areas, grounds and common areas, to observe safety, security or maintenance problems.
- Adheres to all Federal, State and local laws related to the operation of the property (e.g. Fair Housing, ADA, Equal Employment Opportunity, OSHA), as well as, all Commission policies and procedures.
- Under the guidelines of Commission policies and procedures, ensures that staff understands and conducts themselves and agency business according to policy and according to State and Federal Laws and regulations.
- Maintains and reviews agency vehicle inspection forms.
- Performs other duties as assigned.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility (i.e., leasing of residential housing units).
- Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
- Principles and practices of tenant retention and relations.
- Basic financial record keeping, budget preparation and variance reporting, marketing, contract administration, and related practices and procedures.
- Recent and on-going developments, current literature, and sources of information related to the operations of the assigned programs.
- Record-keeping principles and procedures.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for effectively representing the Commission in contacts with other agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff.
- Plan, organize, assign, review, and evaluate the work of staff; train staff in work procedures.
- Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
- Interpret, explain, and ensure compliance with applicable Federal, State, and local laws, regulatory codes, and ordinances, and Commission policies and procedures.
- Maintain confidentiality of sensitive personal information of applicants, current and former residents, and other matters affecting tenant relations.
- Maintain accurate files and records.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Equivalent to the completion of the twelfth (12th) grade and three (3) years of responsible property or apartment management experience, or an equivalent combination of training and experience. Successful background in marketing, financial analysis, budgeting, fair housing and facility management, as well as progressive multifamily real estate management experience required.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
A certificate in Property Management typically attained within one year of employment.
(Hours of class attendance arranged and paid by the Commission for incumbents requiring certification.)