Senior Property Manager - Downtown Grand Rapids Properties

Job Title: Senior (Regional) Property Manager

Department: Property Management

Reports To: Director of Property Management

FLSA Status: Exempt

Approved By: Chief

Approved Date: July 16, 2024

Summary Responsible for the oversight and management of multiple affordable housing properties. This role involves ensuring compliance with various funding sources, including LIHTC, HUD, Section 8, HOME funds, and Project-Based Assistance. The Senior Property Manager will lead a team of property managers and support staff, focusing on maintaining high occupancy rates, financial performance, and exceptional resident services, particularly in Permanent Supportive Housing (PSH) settings. Ensures well-managed and maintained properties, placing emphasis on positive responses to the concerns and needs of the residents, environmental health and safety, and quality property and blended management (integration between property management, support services, maintenance, and accounting) by performing, in accordance with fair housing laws, the following duties personally or through directly supervised or other staff.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Responsible for marketing of properties to ensure:

• Property and all vacant units are timely placed and kept in neat and clean conditions for showing and occupancy through the auspices of staff or contact services.
• All prospects are presented with property and neighborhood information including amenity and qualifying factors, asked of their wants/needs, requested to tour the property and a model, and to complete an application, if qualified and interested.
• Equal opportunity housing presentation, fair housing and positive customer relations for all.
• Applications fully completed, processed, and approved in an expedient manner, which meet any and all associated resident selection criteria, program qualification and compliance requirements.
• Leasing information and reports prepared and maintained as required.

Responsible for leasing and management of properties to ensure:

• Maintain accurate records and documentation for all properties, residents, and applicants.
• Timely subsidy transmittals, collection, recording, and deposits of rent and other charges.
• Review lease violations for non-payment of rent or other terms leading to appropriate notifications or prompting support of other staff intervention.
• Responses to resident concerns or complaints are investigated and needed actions result.
• Ensure properties are maintained to high standards, addressing maintenance issues promptly and efficiently. Related purchases and contracts are in accordance with budget, or Director or Officer approval, and weekly submission of related invoices authorizing payment.
• Physical or file compliance findings addressed or are corrected within specified parameters; any required reporting to outside regulatory agencies shall be completed as defined.
• Conduct regular audits and inspections to ensure properties meet all local, state, and federal regulations.

Provide training and development opportunities to ensure staff are knowledgeable about compliance requirements and property management best practices.

Knowledgeable in regulatory compliance requirements.

Prepare regular reports on property performance, occupancy rates, financial status, and compliance.

Proficient in the use of property management software.

Responsible for problem-solving and recommending property management programs that would lead to improvements to operations and services.

Supervisory Responsibilities Supervises one or more employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Marketing Skills - Achieves marketing goals; Overcomes objections with persuasion and persistence; Initiates new contacts; Maintains customer satisfaction; Maintains records and promptly submits information.

Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills; Fosters cooperation; Defines team roles and responsibilities; Supports group problem solving; Acknowledges team accomplishments.

Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning and to communicate effectively with others. 

Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies. 

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Bachelor’s degree in Business Administration, Business Management, or Real Estate preferred and/or four or more years related experience and/or training.

Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Bilingual (fluent in Spanish) is preferred.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills To perform this job successfully, an individual should have knowledge of Property Management Software; Database software; Internet software; Excel; Outlook; and Word.

Professional Licenses, Certificates, Registrations Valid Michigan Driver’s License; Real Estate License and Affordable Low-income Housing Certifications desirable

Other Skills and Abilities Available to travel for training 

Other Qualifications Must be willing to work occasional evenings and weekends as needed to complete the requirements of the position.  

Physical Demands The physical demands 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.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate.