POSITION SUMMARY

The Property Manager is responsible for daily operations of the property, maintenance & upkeep, and compliance & monitoring. The Property Manager works to establish and maintain positive, productive relationships with the community, case managers, government agencies, HUD, industry professionals, suppliers, vendors, outside contractors servicing the community based organizations, maintenance personnel, members of the compliance and accounting departments, and with all residents at the property, ensuring consistent application of policies and procedures.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

General:

• Compliance with all company policies and procedures as laid out in the Policies and Procedures Manual.
• Cooperate with the RAIN staff and board in managing the property.
• Inspect the property on a dailybasis and report all safety hazards, property damage, and needed repairs to maintenance personnel. Follow up on repairs to verify completion and compliance with government agencies, and HUD safety policies and risk management procedures.
• Conduct random monthly unit inspections to determine budget needs and resident compliance with regulations set forth by federal, state, and local agencies.
• Keep office clean, organized and business-like attitude with tenants at all times. Discourage residents loitering in the office.
• Complete necessary paperwork in a timely manner and scan and mail promptly to avoid penalties.
• Maintain filing system for records, reports, minutes and other documents to include Board and committee meetings' minutes, contracts, and budget and expenses
• Answer phone calls, screen and direct clients or case managers as appropriate, provide accurate description of services, and refer to external services as necessary
• Maintain office equipment and order office supplies
• Process accounts payable including invoices and cash disbursements
• Accumulate information and prepare reports for outside parties, including Board of Directors
• Assist in preparing presentations for board meetings that include transcribe and disseminate minutes to Board of Directors and/or executive staff, prepare agendas and maintain Board supplies
• Assist with special projects and administrative tasks as requested by Director of Administration
• Establish and monitor move-in and move-out procedures

Inquiries/Applicants:

• Send applications if requested to those who qualify
• Date and time stamp all applications received.
• Review applications for meeting HUD guidelines for disability and income
• Review any other information pertinent to acceptance of applicant
• Ensure record of Physician's Questionnaire
• Report to applicant when all documents and application reviews indicate that they would be acceptable candidates and discuss with them the status of the waiting list on a quarterly basis.
• Maintain the waiting list, place calls if expecting vacancies
• Assist applicants by giving property tours, answering telephone calls, preparing application paperwork, and communicating leases and community policies.

Repair Requests:

• Print and log repair requests
• Ensure work is completed.

Office Duties:

• Collect all rents
• Follow up on delinquent rents (late statements) and complete appropriate paperwork to effect collection/eviction
• Maintain accounting and prepare/send files to the auditor at the end of each financial year
• Work Collaboratively with auditor
• Maintain receipts for deposits and invoices paid
• Submit request to HUD for funds from the Replacement Reserve account as needed.
• Reconcile all bank statements monthly
• Submit financial report to the Board.
• Account for keys to all apartments at all times.
• Efficiently turn over vacant apartments within one week unless major renovations are needed
• Available for after-hours appointments including scheduling of weekend appointments as needed.
• Prepare and maintain complete resident; keeping proper documentation at all times.
• Be familiar with all Regulatory Agreements and related agencies to ensure 100% compliance with all regulations.

HUD Required Monthly

• Send "Initial Notices" of lease renewal to tenants along with a form for lease renewal information which the tenant returns.
• Renew leases due
• Submit all updated tenant information to appropriate database.
• Submit Voucher Request to appropriate database.

HUD Required Yearly

• Submit all information to HUD for contract renewal per their guidelines.

EXPERIENCE AND REQUIREMENTS

• The COVID-19 vaccination is required as a condition of employment.
• Minimum 3 years of work experience in an office administration role, demonstrating increasing levels of responsibility
• Bachelor's degree preferred, or equivalent combination of education and experience
• Ability to effectively organize and manage multiple priorities
• Ability to manage finances and work within a budget
• Demonstrated ability to maintain confidentiality and work with extremely sensitive materials
• Ability to communicate and work with a wide range of constituents and diverse audiences
• Strong planning, organizing and financial skills to deliver completed projects within established timeframes; strong follow-up and follow-through skills
• Excellent interpersonal and communication skills (both written and verbal)
• Ability to analyze and resolve strategic and functional problems as well as define and organize effective work flows
• Significant attention to detail and the ability to work independently and collaboratively in a service-oriented environment
• Maintain a positive "can-do" attitude, professionalism and a high level of enthusiasm.
• Demonstrate ability to multi-task and meet various deadlines.
• Strong decision-maker with ability to negotiate effectively
• Computer proficiency, particularly in database software; ability to quickly learn and assimilate new systems and information.
• Demonstrate integrity on personal as well as a professional level.
• Team player with a strong work ethic and ability to interact with a variety of people and personality types.
• Ability to solve problems involving residents, equipment failure, and emergency situations while remaining calm, rational, and professional.
• Goal oriented and driven to further professional growth and education in the industry.
• Must have the ability to stand and/or walk for long periods of time and climb stairs and ladders as necessary.
• Must be physically and mentally able to perform all of the duties listed under Duties and Responsibilities, all of which are deemed "essential functions of the job." Employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. The position requires mobility within the office, including movement from floor to floor. Constantly operates a computer and other office productivity machinery such as a scanner and copy machine. Must be able to deal with the stress associated with a fast-paced, constantly changing work environment, including handling multiple tasks on a daily basis.

Job Type: Full-time

Job Location:

Charlotte, NC 28202

Required experience:

Office administration or property management: 3 years

The above statements are intended to describe the general nature and level of work being performed by people assigned this job classification. They are not to be construed as an all-inclusive list of all duties, skills, and responsibilities of people so assigned. RAIN will engage in an interactive process with employees requesting medical or religious accommodations.

RAIN's policy is to provide equal opportunity in all terms, conditions, and privileges of employment for all qualified applicants and employees without regard to race, color, religion, national origin, sex, gender, age, marital status, disability or veteran status.