Floating Community Manager
Location: Charlotte area, NC
Summary
Responsible for the overall fiscal accountability, marketing development, Regulatory Compliance, supervising personnel and physical asset management of a multi-site residential portfolio. Directly supervises the office staff. Carries out supervisory responsibilities in accordance with NHE, Inc. policies and applicable laws. Responsibilities include assisting with interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints, and resolving problems. Must have excellent organizational skills as one will be going from property to property acting as manager and performing all duties of community manager, while managers are on vacation, extended leave, or if the community manager’s position is vacant. Will assist with property lease ups and transitions.
Travel: This position requires extensive travel to various parts of the state. Must be willing to travel daily. Reports to: Regional Property Manager and/or VP of Affordable Business Unit. Supervises: Onsite staff of assigned properties. Must be flexible and able to work varied schedule, including weekends and some holidays as required.
I. ESSENTIAL DUTIES AND RESPONSIBILITIES
- Fiscal accountability for properties performance
- a. Monitors the property budgets, keeps expenses in line with the budget
- b. Perform utility analysis annually
- c. Ensures that all applicable deposits, rents, other fees and ancillary revenues are collected and deposited
- d. Reviews Accounts Receivables reports weekly and sends late notices accordingly
- e. Reviews, codes, and submits bills to be paid to the Accounts Payable Department through PayScan
- f. Monitor budget control reports on a monthly basis. Account for monthly budget variances and implement new strategies when required. Suggest budget adjustments related to objectives and goals.
- g. Purchases necessary equipment and supplies for the community. Expenses over $500 must be pre-approved by RPM
- Development, implementation and monitoring of assets
- a. Inspects the community daily to determine the quality of the physical property to assess and identify needs.
- b. Monitors occupancy to ensure property maintains 100% occupancy at all times. Must keep waiting list active, first two applicants should be current and ready for move in should notice be given. Responsible for implementing, designing and maintaining a resident retention program, i.e., newsletter, resident referral program or social activities
- c. Develop and monitor an active renewal program for nonsubsidized units.
- d. Ensure maintenance of the property is being performed and documented.
- e. Obtains three bids for capital items and makes recommendations to Regional Property Manager.
- f. Inspects maintenance repairs and available units for readiness.
- g. Inspects recently vacated units to assess needed repairs, replacements and resident charges.
- h. Monitors, inspects, and assesses the community landscape and physical condition to identify, control or eliminate potential safety concerns and to ensure quality aesthetics of exterior parts of community.
- i. Performs monthly inspections for 811 Property types or quarterly for 202 and family property types.
- J. Responsible for generating various reports, ie. month end close out, company required reports, HUD information, etc.
- Personnel Management
- a. Assist Regional Property Manager in recruiting, interviewing, and training all community staff positions.
- b. Oversee, implement or participate in on-going staff training, coaching, counseling and guidance. Monitor management and staff performance, motivation, and cross training. Develop employees through performance feedback and challenges. Delegate responsibilities and special projects to staff as necessary.
- c. Communicate with Regional Property Manager regarding employee performance, document and take necessary action on a timely basis
- d. Promote staff harmony through support, effective leadership and positive example
- e. Ensure all on-site administrative functions pertaining to personnel are timely (i.e., performance evaluations, transfers, promotions, time sheets, bonuses, etc.).
- f. Maintain compliance with company policies, procedures and industry regulations (i.e., HUD, IRS, HOME, HTF, RD, Fair Housing, OSHA, Safety, etc.).
- g. Assures that associates follow policies and safety rules; complies with NHE policies for reporting incidents
- h. Interacts closely with maintenance staff to manage property maintenance programs including promptly and courteously responses to resident requests for maintenance and that the work meet or exceeds NHE standards.
- External and internal client/customer relations
- a. Handle and resolve current/former resident situations through established company guidelines and practices on a timely basis.
- b. Handle and resolve vendor or contractor situations on a timely basis.
- c. Plans, executes and attends social and other community events for residents
- d. Resolves resident concerns and matters at a high level of customer service and satisfaction
- Regulatory Compliance
- a. Complete all move ins/outs/recertifications/Interims etc. as required by HUD/TC and NHE guidelines
- b. Monitors regulatory compliance on behalf of owner/agent with appropriate regulations (LIHTC Section 42, HUD Section 8/PRAC/HAP, HOME, HTF, etc.)
- c. Oversees compliance with Fair Housing Laws
- d. Ensure each property is adhering to their specific program type’s regulations
- e. Interprets and applies IRS Section 42 and HUD regulations and identifies and recommends compliance and changes as appropriate.
- f. Prepares and participates in management reviews and physical inspections from third parties, local or state housing authorities and/or HUD.
- Attendance is an essential job function.
- Attends and participates in industry and NHE’s training programs as required.
- Performs the tasks of subordinate associates as needed, including leasing units and making units ready for leasing.
- Responsible for other assignments as needed and directed by senior management.
- This job description does not list all functions and tasks. Job functions may be added, deleted, or modified at any time by your management team.
II. KNOWLEDGE, SKILLS AND ABILITIES
- Excellent communication and interpersonal skills, both verbal and written.
- Advanced organizational skills.
- Ability to direct others to achieve company goals.
- Ability to sell products and services to potential customers.
- Ability to handle multiple tasks and prioritize duties and responsibilities.
- Ability to visually inspect units, grounds, and other aspects of the community to determine standards are met.
- Ability to work with little direction maintaining confidentiality and professionalism.
- Be a team player
III. SUPERVISORY RESPONSIBILITIES
Oversees personnel, marketing, leasing, collections, resident relations, resident retention, customer service, community maintenance, contracted services, vendor management, capital improvements, administration, reporting, community and employee safety, and legal compliance. This includes achieving the financial and operational goals of the company.
* As Floating Community Manager your additional responsibilities will be:
a. The supervision of properties assigned
b. Training onsite staff on HUD/TC, NHE, Inc, Fair Housing and Occupancy Procedures
c. Visit communities as requested. Prepare written report from visit and submit to Regional Property Manager
d. Perform complete physical inspections of the properties twice a year if requested.
e. Floating Community Manager will not have contact with owners or their staff without approval from RPM.
f. If it is determined that another company employee can conduct the training of the community manager more effectively, the Floating Community Manager will schedule and coordinate the training with the appropriate trainer in conjunction with the Personnel Specialist and RPM.
g. Suggest continuing education classes and seminars that s/he feels would benefit the community employees, i.e.: Certified Professional of Occupancy(CPO), Property Manager, Computer classes: Word, Excel, etc.
h. Responsible for ensuring that budget guidelines are met by the Community Manager. For purchases of more than $500, the Floating Community Manager will consult with the Regional Property Manager/Director before authorizing the purchase.
i. In consultation with the Accounting Supervisor and/or Regional Property Manager/Director, review rent increase and budget packages.
j. Review all move-in files and recertifications on each community visit to determine that all HUD/TC and management company procedures have been followed.
k. Check application files on each community visit to insure that all HUD/TC and management company procedures have been followed for rejecting applicants or placing applicants on community waiting list.
l. Responsible for reviewing all leases and other resident file forms. Any tenant paperwork requiring signature may be signed by the FCM. Most likely, this will be limited to the tenant lease.
m. Perform a minimum of a complete bi-annual inspection of apartments and grounds with the manager. The frequency inspections are conducted will be determined by the Company President.
* Physical property-curb appeal
* Apartments
* Orderliness of office and work materials
* Comments from residents on performance of manager
* Obtain suggestions from manager on capital improvements needed for community
* Check filing systems to make sure NHE, Inc. Filing Systems are in place and being kept up-to-date
n. Review monthly and quarterly and/or monthly apartment inspections on each community visit.
o. Other duties may be assigned.
Oversees personnel, marketing, leasing, collections, resident relations, resident retention, customer service, community maintenance, contracted services, vendor management, capital improvements, administration, reporting, community and employee safety, and legal compliance. This includes achieving the financial and operational goals of the company.
* As Floating Community Manager your additional responsibilities will be:
a. The supervision of properties assigned
b. Training onsite staff on HUD/TC, NHE, Inc, Fair Housing and Occupancy Procedures
c. Visit communities as requested. Prepare written report from visit and submit to Regional Property Manager
d. Perform complete physical inspections of the properties twice a year if requested.
e. Floating Community Manager will not have contact with owners or their staff without approval from RPM.
f. If it is determined that another company employee can conduct the training of the community manager more effectively, the Floating Community Manager will schedule and coordinate the training with the appropriate trainer in conjunction with the Personnel Specialist and RPM.
g. Suggest continuing education classes and seminars that s/he feels would benefit the community employees, i.e.: Certified Professional of Occupancy(CPO), Property Manager, Computer classes: Word, Excel, etc.
h. Responsible for ensuring that budget guidelines are met by the Community Manager. For purchases of more than $500, the Floating Community Manager will consult with the Regional Property Manager/Director before authorizing the purchase.
i. In consultation with the Accounting Supervisor and/or Regional Property Manager/Director, review rent increase and budget packages.
j. Review all move-in files and recertifications on each community visit to determine that all HUD/TC and management company procedures have been followed.
k. Check application files on each community visit to insure that all HUD/TC and management company procedures have been followed for rejecting applicants or placing applicants on community waiting list.
l. Responsible for reviewing all leases and other resident file forms. Any tenant paperwork requiring signature may be signed by the FCM. Most likely, this will be limited to the tenant lease.
m. Perform a minimum of a complete bi-annual inspection of apartments and grounds with the manager. The frequency inspections are conducted will be determined by the Company President.
* Physical property-curb appeal
* Apartments
* Orderliness of office and work materials
* Comments from residents on performance of manager
* Obtain suggestions from manager on capital improvements needed for community
* Check filing systems to make sure NHE, Inc. Filing Systems are in place and being kept up-to-date
n. Review monthly and quarterly and/or monthly apartment inspections on each community visit.
o. Other duties may be assigned.
IV. QUALIFICATIONS
- Property Manager’s or PMIC license required
- Multifamily leasing, sales and/or customer service experience is required.
- Knowledge of apartment management laws and regulations, federal, state, and local.
- Knowledge of expense control and financial management.
- Must have a valid driver’s license or means of immediate transportation to attend meetings, events and daily activities
- Must be willing and able to travel daily and have reliable transportation
V. EDUCATIONAL AND/OR EXPERIENCE
Three years of successful working experience in the apartment management industry, including extensive customer service and leasing/marketing preferred. Must have training or experience in basic computer use, including common applications such as Microsoft Word and Excel as well as experience with web-based software used in apartment management (Yardi Voyager, Popcard, Payscan, Rent Café preferred). Other related experience or equivalent education may be substituted.
Three years of successful working experience in the apartment management industry, including extensive customer service and leasing/marketing preferred. Must have training or experience in basic computer use, including common applications such as Microsoft Word and Excel as well as experience with web-based software used in apartment management (Yardi Voyager, Popcard, Payscan, Rent Café preferred). Other related experience or equivalent education may be substituted.
VI. LANGUAGE/MATHEMATICAL/REASONING ABILITY
Ability to generate reports, business correspondence. Effectively present information and respond to questions from clients, customers, and the general public. Must possess the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Should be able to compute rate, ratio and percent. Must be able to apply common sense understanding and carry out instructions furnished written and verbally.
VII. 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.
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 use hands to finger, handle, or feel and; talk or hear. The employee frequently is required to stand, walk and sit. The employee is occasionally required to 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 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
VIII. WORKING CONDITIONS AND ENVIRONMENT
While performing the duties of this job, the employee primarily works indoors from the NHE, Inc. on-site property office. The employee will regularly work in a highly mobile environment in performance of the above duties and responsibilities. The noise level in the work environment is usually moderate.
While performing the duties of this job, the employee primarily works indoors from the NHE, Inc. on-site property office. The employee will regularly work in a highly mobile environment in performance of the above duties and responsibilities. The noise level in the work environment is usually moderate.
IX. POLICIES AND PROCEDURES
The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.
The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.
I have read the above duties associated with the position of Floating Community Manager. I understand that the above list is not all-inclusive and that I may be asked to perform additional duties. I understand that I will be evaluated on my knowledge and understanding of the above items. The position that I hold with NHE, Inc. is an at-will position which means that either the company or I may terminate employment with or without notice and with or without cause.
BENEFITS
All full-time employees are eligible to participate in our benefits program. NHE offers:
- HDHP Health Insurance Plan
- PPO Health Insurance Plan
- Vision Insurance
- Dental Insurance
- Short-Term Disability
- Long-Term Disability
- Group Life Insurance
- Health Savings Account (offered for HDHP plan)
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- 401k Retirement plan
- 12 Paid Holidays (includes Birthday Holiday)
- Up to 130 hours of PTO
About NHE, Inc.
As a diverse real estate management company, we appreciate the importance that professionalism, caring service and relationships have on providing quality services to residents and property owners alike. We work to provide superior service by capitalizing on our vast experience, dedicated employees and investments in technology, training and certification.
Based in Greenville, South Carolina, NHE is a leader in homeowner association management services, multi-family and apartment management solutions, and consults with owners and operators to determine best practice operations.
EOE
Compensation: $26.00 - $28.00 per hour
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
NHE
Over 50 years ago, Nancy and Harris Davis set out to create N&H Enterprises, Inc., a residential development and construction company which they built on five core values : professionalism, caring service, integrity, fairness, and relationships.
Today, NHE, Inc. employees over 200 professionals and is now a multifaceted real estate developer, a property management company (affordable and conventional), and a provider of social service coordinators across the United States. It is still the Company's mission to provide: "professional and caring services to improve the homes and quality of lives of residents in the diverse communities we serve. We value our relationships with residents, employees, property owners and vendors, acting with integrity and fairness at all times."
We work harder than ever to provide superior service by capitalizing on our vast experience, dedicated employees and investments in technology, training and certification. NHE, Inc. is always looking for talent that share the Davis' passion to provide quality services to residents and property owners alike.
Our motto is: "Improving homes and lives every day!”
Company Website: www.nhe-inc.com
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