District Manager

Position Summary

Supports and executes the Company’s strategies related to property management operations by directing the team members on the assigned portfolio of properties, and by implementing the policies, procedures, and practices that enable each property to meet and exceed budgeted financial goals and achieve operational performance objectives. The District Manager receives instructions primarily from the Senior Vice President of Real Estate Management. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when problems are brought to the attention of the supervisor and when the supervisor is contacted by the employee for direction. The employee's work is reviewed for accuracy and compliance with Agency policies, federal, state, and local regulations, and attainment of objectives.

Responsibilities:

Develops the annual budget(s) for the properties comprising the assigned portfolio and oversees attainment of budgeted goals by analyzing and evaluating financial statements, reconciling monthly statements against approved budget, and working with the Controller, client/owner, and others to address and resolve gaps in the financial performance of the portfolio.

Ensures that the portfolio and individual communities meet the established operational, financial, and business performance goals by inspecting properties, reviewing financial, market, and operational reports, and developing and implementing appropriate action plans to achieve results.

Provides leadership to the team of property managers by interviewing, hiring, and training team members, and by managing their performance in accordance with Company policies, values, and business practices. Oversees the appropriate and adequate staffing at each community and supervises the acquisition, development, and management of community team members.

Promotes client satisfaction and retention through timely reporting and on-going communication about the performance of the properties and responds quickly and with urgency to client/owner concerns, questions, issues, and requests.

Ensures that the appearance and physical aspects of the properties meet the Company’s and owner’s established standards through the routine site and safety inspections and communicates concerns and requests for capital as needed to provide for the physical upkeep of each property in the portfolio.

Coordinates work activities and services from vendors, consultants, and other contractors as needed by researching and identifying needs, negotiating contracts, monitoring progress, processing invoices, and ensuring open communication between consultants and Company project team members.

Ensures compliance with applicable RAD, LIHTC, and private investor guidelines as well as federal, state, and local regulations, laws, ordinances, and the Agency’s administration of programs.

 

Conducts site audits and calculates all sources of income and resources to verify financial eligibility of applicants.

 

Ensures that all requirements for written independent verification of information are met in an appropriate and timely manner.

 

Ensures appropriate annual recertification of residents, calculation of interim adjustments, and entry of data into computer database.

 

Organizational Responsibilities:

Follows the Company’s established policies and procedures, monitors and ensures portfolio compliance with regulatory requirements, organizational standards, and operational processes, and takes appropriate action to report, address, and corrects policy violations or infractions.

Practices proper safety techniques in accordance with Company, property, and departmental policies, procedures, and standards and immediately reports any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).

Identifies opportunities areas for improving the Company’s overall operation and success by offering suggestions, leading improvement initiatives, and working with the appropriate team members to implement suggestions.

Keeps abreast of current changes in technology, processes, and standards within the industry and area(s) of responsibility by attending internal and external training classes, researching and/or subscribing to the internet or other professional publications, or utilizing other appropriate method(s) to obtain business and professional information.

Reviews and remains current on all relevant rules and regulations concerning appropriate Agency housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Agency rules, regulations, and administrative plan.

Maintains accountability for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

 

Working Conditions:

Incumbents work in an office environment, but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous.

Physical Demands:

Assigned portfolio, and the properties’ common areas and amenities.

Incumbents must be able to view computer screens, mobile devices, and other electronic equipment for extended periods of time where visual strain may result.

Incumbents must be able to push, pull, lift, carry, or maneuver weights of up to ten (10) pounds independently and twenty-five (25) pounds with assistance.

Regular and routine travel is required to supervise communities, attend business meetings and training classes, or participate in other situations for the accomplishment of some or all of the daily responsibilities of this position.

 

Knowledge, Skills, Abilities:

Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal, financial, and human resources documents, and to create and make presentations to senior managers, clients, and others.

Demonstrated proficiency in using property management software (preferably Yardi), word processing, spreadsheet, and database management applications to complete and produce required reports and other employment documents.

Demonstrated mathematical and analysis skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percentages to complete, understand and interpret financial records, recertification procedures, budgets, and other fiscal reporting information.

Experience and developed management and supervisory skills sufficient to lead, direct, evaluate, and mentor subordinate and peer team members.

Employment history that demonstrates the application and usage of a sales, marketing, and customer service background sufficient to resolve customer complaints and issues, complete financial and other reports and documents, increase sales revenues, and manage spending.

First-hand, seasoned experience in multi-site property management and residential property operations, including all facets of managing the physical, operational, financial, and customer service performance of a wide variety of asset types under varying market conditions.

College degree in business, finance, marketing, or related field is preferred. Industry certifications (e.g. CPM, C3P, CAPS, CAM, etc.) also preferred or required to obtain in accordance to Agency’s timeline.

Thorough knowledge of Agency policy and procedures as they pertain to property management and occupancy

Working knowledge of laws and standards that apply to public housing property management, such as Fair Housing Laws, OSHA Standards, and local and state building codes.

Knowledge of general accounting procedures sufficient to perform calculation required for summarizing rent collections, making deposits, rent adjustments, and assisting the Senior Vice President of Portfolio Management in preparation of the annual operating budget and long-term budgets.

Ability to audit and maintain required records such as resident files, vacancy reports, etc.

Ability to procure goods and services in accordance with Agency procurement procedures and in keeping with the approved operating budget for the property.

Ability to read, write and interpret policies and guidelines to make sound decisions.

Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.

Effectively handles complaints and legal matters within area of expertise as assigned, including in-house grievance procedures. Resolves conflicts and complaints among residents when possible to mitigate detrimental effects and/or avoid continued grievances.

Responsible for deterring and preventing resident fraud and abuse through participation in the Agency’s program to prevent fraud and abuse, utilizing methods including rent review, verification of income, counseling, and, when applicable, prosecution

 

Personnel and Training

Attends training as necessary to learn new skills and to review rules, regulations, and policies.

Conducts pre-employment interviews and makes hiring recommendations regarding assigned properties.

Prepares and reviews performance matrix and performance evaluations for staff at assigned properties.

Evaluates the staffing needs of each assigned property and makes staffing decisions in accordance with property requirements.

Ensures performance-related disciplinary actions are conducted as needed, including terminations.

Prepares and conducts monthly property management team meetings with staff at assigned properties.

Reviews and approves time and leave reports for staff at assigned properties.

Interprets and applies CHA personnel policies, departmental policies, and relevant procedures.

 

Education and Experience

Bachelor’s degree or equivalent preferred and five (5) years of progressively responsible experience in a supervisory management role preferably in low-income housing, or an equivalent combination of experience and education.

 

The following Certification(s) must be obtained within eighteen (18) months of employment or other allowable period of hire as authorized by the Executive Vice President of Real Estate Management:

w HCV Rent Calculation wCertified Property Manager (CPM)

w Enterprise Income Verification System (EIV) w Accredited Residential Manager (ARM)

w Fair Housing Certification wNational Compliance Professional (C3P)

 

Supervision Controls

The District Manager receives instructions primarily from the SVP of Real Estate Management. When providing coverage this position will have supervisory responsibility for staff at floating sites.

 

Guidelines

Guidelines followed by the District Manager include established policies and procedures, traditional practices, published laws, regulations, handbooks, codes, and ordinances. Materials used vary with the project and the entities involved, and independent research is necessary depending on the activity requirements. These guidelines cover most job-related situations, and the employee is often required to use independent judgment in making decisions within established parameters and area of expertise. When unusual situations arise or when clarification or guidance is called for, the employee consults with the SVP of Real Estate Management.

 

Complexity

The employee performs related duties following established and specific Agency policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of action is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and property management issues using personal judgement based on prior experience.

 

Difficulty may be experienced in making final application determinations and in applying appropriate RAD, LIHTC, and private investor criteria in situations such as counting or exempting individuals’ income.

 

Scope and Effect

Successful accomplishment of duties by the employee enhances the Agency’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary; and their work affects residents, coworkers, Agency profitability, community groups, and support agencies on a continuing basis.

 

Personal Contacts

Personal contacts are with all of the above persons and groups. The purpose of such contacts is to obtain and provide information and verify, document and record information submitted by residents, and other Agency activities.

 

Contact often requires negotiation and/or handling of controversial matters, and may include dealing with skeptical, uncooperative, unreceptive, and hostile individuals, and potentially volatile situations.

 

Physical Requirements

Work is principally sedentary but may involve some physical exertion during on-site visits with residents or staff members and inspections of units and/or facilities.

 

Must be able to sit and/or stand for up to eight hours at a time while performing work duties.

 

Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).

 

Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.

 

Must have vision and hearing corrected to be able to perform essential job functions.

 

Must be able to work around various fumes, odors, and dusts.

 

Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

 

An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

 

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.

 

Other Requirements

Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.