Assistant Property Manager

Austin, TX 78704
Full-time
Salary: $36,000.00 to $40,000.00 /year


Purpose: Works under the supervision of the Property Manager to serve as a liaison for the affordable housing and conventional housing programs. Performs a variety of tasks, such as supporting Mary Lee Property functions, inspecting/showing apartments, inspecting the condition of the assigned community, leasing and continued occupancy functions, collection and accounting for monies, maintaining resident files, and monitoring public housing assessment indicators. Provides Property Management assistance in all areas related to Mary Lee Foundation and its subsidiaries, MLC, Flagship, and Charles Place property. Works collaboratively with staff, tenants, and partnering agencies to ensure tenants live in safe and decent housing. This includes adhering to Fair Housing compliance standards, policies and standards of Federal, State, and local monitoring bodies such as HUD, TDHCA, TSAHC, City of Austin, Mary Lee Foundation, and other applicable outside agencies.

Essential Functions:

Office Duties:

  • Acts as the Manager in the absence of the Manager.
  • Assure quality customer relations and clear communication with tenants, case managers/service providers, outside agencies, and the general public; resolve questions, concerns, and complaints.
  • Maintains accurate, highly organized files, and conducts annual and interim reexaminations on time.
  • Accurately calculates and determines monthly rent, family composition, continued eligibility, allowances and deductions.
  • Performs general upkeep of rental office area and stocks necessary office supplies.
  • Performs clerical tasks, such as greeting visitors/residents, answering phones, taking messages, typing correspondence and reports, filing records and making copies.
  • Responds to residents, staff and the public’s inquiries in a courteous manner, providing information and resolving complaints in an efficient, professional and timely manner.
  • Attends departmental and Authority-wide staff meetings as scheduled.
  • Reviews and analyzes financial needs and trends for the fiscal year.
  • Tracks expenditures daily. Submits budget variance reports weekly. Submits Requisition requests, monitors expenditures, and keeps expenditures within budget.
  • Prepares and submits reports weekly.
  • Ensures all incident reports are submitted in a timely manner.
  • Performs other tasks as assigned by Property Manager.

Apartment Management Duties:

  • 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 and well maintained, and present excellent curb appeal.
  • Collects rent and other charges. Documents information correctly and deposits funds into the bank within mandatory time frames. Issues delinquent notices and late payment charges.
  • Conducts resident orientations and explains the lease and policies governing continued occupancy. Enforces the lease, and documents resident communications and lease violations.
  • Counsels residents concerning lease and House Rules violations.
  • Conducts housekeeping inspections, including the initial, quarterly and move-in/move-out inspections. Walks the property to detect maintenance needs and lease violations.
  • Monitors completion of maintenance requests, minimizing down/make-ready time to under 15 days. Inspects quality of work and make-ready craftsmanship.
  • Assists with the creation of community-development activities. Performs outreach to increase resident participation in and awareness of relevant community services and activities.
  • Assists with safety and crime prevention programs.
  • Ensures all required notices are distributed. Tracks income discrepancies and monitors resident compliance requirements .
  • Prepares and distributes inspection notices. Schedules and monitors vacant units ensuring that make-ready, safety and cleaning processes are all performed effectively and efficiently.
  • Investigates and tracks income discrepancies identified through the Enterprise Income Verification system or other available resources. Provides status reports for all income discrepancies via database in a timely manner.
  • Counsels and places residents on probation for repeated late payments and initiates eviction process when warranted. Reviews accounts receivable reports daily, and conducts and documents collection activities for all delinquent accounts. Reviews accounts and makes any necessary adjustments or refunds of deposits.
  • Makes recommendations for filing of forcible retainers. Represents MLF at court proceedings and informal hearings. Maintains documentation to substantiate eviction recommendations.
  • Maintains Wait list, and sends out acceptance or denial letters at least 5 days before move in or 5 days after decline.
  • Prepares and shows units to prospective residents using marketing tools, ensuring the presentation of a high quality product.
  • Creates work orders in Onesite System Open and Close, documents all damages, and ensures all repairs are accomplished. Maintains logs of daily property walks. Tags all vehicles that are abandoned or non-serviceable, containing outdated tags/safety inspections or stickers.
  • Responsible for the assigned properties’ crime-prevention initiatives. Develops and tracks the progress of each property’s safety plan.
  • Post Monthly schedule billing and other basic finance function along with late charges and repair charges.
  • Maintains all resident files with all the documents in good condition.
  • Prepare Annual Re-certification and send out 120 day, 90 day, and 60 day, notice to residents.

Regulation Compliance:

  • Ensures the tracking of statistical data related to TDHCA, TSAHC, COA and HUD’s Public Housing Assessment systems and completes all electronic reports
  • Responsible for results and corrective action of all audits.
  • Follows and implements all COA, TSAHC, TDHCA, FHL and HUD and agency policies.
  • Ensures TDHCA, COA TSAHC and HUD assessment scores and physical inspections, including UPCS and annual inspections, result in superior ratings and scores.
  • Conducts regular safety inspections and makes lighting, structural and policy changes as necessary.

Responsibilities are not limited to the above list and may include other duties as deemed necessary by supervisor

Education and Experience:

Required

High school education or G.E.D. and twelve months related Property Management experience or training
Preferred
Bachelor’s Degree and two years related Property Management experience; Bilingual (Spanish, Vietnamese, or Sign Language).

Certification and Licensure:

  • Bondable.
  • Valid Texas driver’s license.
  • Eligible for coverage under Mary Lee Foundation auto insurance.
  • Public Housing Management Certificate required within one year of employment (Required).

Knowledge, Skills, and Abilities:

  • Thorough knowledge of Mary Lee Foundation and Affordable operating policies and procedures; principles, practices and techniques of public housing management; or knowledge of private property management practice combined with some knowledge of HUD regulations pertaining to low-rent housing; basic arithmetic, and services available through local social-service agencies.
  • Solid understanding of modern principles, practices and techniques of budgeting and bookkeeping.
  • Skill in the use of basic office equipment including, calculator, photocopier, and software.
  • Excellent computer skills to include Microsoft Office Suite – Word, Excel.
  • Skill in Elite, Happy, Lindsey, Yardi, Onesite- Realpage, or any property management software (Required).
  • Ability to meet and interact effectively with members of the public.
  • Establish and maintain effective working relationships with co-workers, residents and persons outside the Mary Lee Foundation.
  • Ability to plan and organize meetings and other activities, and prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.

Supervision:

The employee receives instructions from the Property Manager and carries out work activities with minimal supervision. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the employee contacts the supervisor for direction. The employee’s work is spot-checked while in progress, and the final product is reviewed for conformity to organizational policies and attainment of objectives.

Responsibility for Confidential Matters:

The employee will have access to sensitive information, including tenant identification information, EIV, SSN’s, financial information, criminal history records, credit history, and tenant wage records. The employee will be required to ensure all confidential information is secured at all times in accordance with HIPPA regulations.

Guidelines:

The employee performs routine duties following established and specific guidelines. Routinely the employee makes decisions concerning residents’ or maintenance problems using personal judgment based on prior experience. The employee is expected to adhere to all existing guidelines, and compliance is monitored intermittently.

Complexity:

The employee performs a large number of varied tasks that require independent decision-making on a daily basis. Occasionally, the employee makes decisions regarding unusual circumstances, conflicting data, or other non-routine circumstances. In those cases the employee adapts procedures or develops new approaches to the work.

Scope and Effect:

The employee is involved in management and operation of public housing and their work affects the residents, community groups and support agencies on a continuing basis. Successful accomplishment of duties by the employee greatly enhances the Mary Lee Foundation’s ability to meet its overall mission of providing housing that is decent, safe and sanitary.

Public Contacts:

The employee has contact with Mary Lee Foundation employees at all levels and with various persons including: the general public, residents, resident association officers, officials, and representatives of various social services, educational and city agencies.

The primary purpose of contacts are to gain, clarify or give information; plan, coordinate and advise on work efforts; motivate, influence or direct persons or groups; and to justify, defend, negotiate or resolve controversial matters or issues.

Working Conditions:

The conditions and requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Work involves the normal risks and discomforts associated with an office environment and visits to outdoor developments, sites, dwellings or facilities, inspections of structures and confrontations with applicants and residents.

· While performing the duties of this job, the employee is regularly required to stand; sit, walk, use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

· The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

· Work is performed in-office and on-site and involves some physical exertion during visits and inspections of units and developments. Work may entail traveling to meetings, conferences and workshops in other cities.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position.

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