District Property Manager

POSITION TITLE: DISTRICT HOUSING "PROPERTY" MANAGER

SALARY GRADE: 20

DEPARTMENT: Operations

FLSA STATUS: Exempt

UNION: Teamsters Local #122

REPORTS TO: Director of Operations

ABOUT US

The Cambridge Housing Authority ("CHA"), a leader in developing and maintaining affordable housing communities, is seeking a qualified and highly motivated candidate. By focusing on policy innovation and family economic opportunities, the CHA is committed to developing and managing safe, high quality, affordable housing for low-income individuals and families. CHA provides long-term rental housing and rental assistance to more than 5,500+ individuals and families through its Public Housing and Housing Choice Voucher (HCV) Programs. CHA has been awarded accreditation by the Affordable Housing Accreditation Board (AHAB) and was the seventh affordable housing provider in the nation to receive this prestigious accreditation.

CHA offers competitive compensation commensurate with experience. Our generous benefits package includes health and dental insurance, paid time off, parental leave, paid holidays, life and disability insurance options, tuition reimbursement, commuter benefits, retirement pension and deferred compensation 457b plans, and more

SUMMARY

The primary purpose of this position is to direct and oversee all management activities at the developments within an assigned portion of the Cambridge Housing Authority’s (“CHA” or “Authority”) public housing and/or former public housing portfolio. Properties are assigned to the incumbent based on the number of units managed, the size of the staff supervised, and the complexity of the problems encountered. The individual will be responsible for developing and implementing policies, procedures and practices to enable each property to meet budgeted financial goals and achieve operational performance objectives. The District Housing Manager provides direction, leadership and support to a team of housing management site staff and reports to the Director of Operations.

The District Property Manager is a salaried position at 40 hours per week. After hours work and availability is expected.

All activities must support the CHA’s strategic goals and objectives and produce results that accomplish the goals of the Operations department.

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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Bachelor’s Degree in property management, real estate, or other related field.
• A minimum of seven years property management experience, with three of those years managing affordable housing, and two years managing 150 units or more.
• Two years minimum supervising three or more employees.
• Must have valid Massachusetts driver’s license and be insurable under CHA policies.
• An equivalent combination of education and experience may be considered.
• CPM Certification or must be obtained within 24 months.
• CP3 Tax Credit Certification or must be obtained within 12 months.

Technical Skills

To perform this job successfully, an individual must have strong computer skills (MS Word, MS Excel, MS Access, and MS Outlook).
Ability to learn other computer software programs as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Portfolio

• Oversees a portfolio of 1000 to 1500 units across multiple developments, with a mix of family, elderly and disabled housing, and a combination of traditional public housing, RAD and tax credits properties.

Staffing

• Supervises a staff of Housing Managers and Leasing Officers.
• Supervision of site staff includes, but is not limited to, trains new Managers on their duties and responsibilities; provides guidance and assistance to site staff on various assets of housing management; reviews site staff work; and conducts periodic staff meetings to discuss and resolve problems.
• Provides response for on call after-hour answering service at a frequency to be determined by the Director of Operations or his designee but not less than a calendar month at a time.

Occupancy

• Develops and implements strategies to achieve a 98% or greater adjusted occupancy rate.
• Directs unit turnover in coordination with maintenance and management staff.
• Monitors vacant units to ensure units are turned over in accordance with Agency standards.

Rent Collection

• Works with Finance to monitor overall rent collection levels to achieve 5% or less Tenant Accounts Receivable (TAR).

Leasing

• Monitors number of days-to-lease for vacant ready units.
• Works with site staff to implement strategies to limit the number the number of days-to-lease for vacant ready units.
• Supervises Leasing Officers by directing and overseeing the management of the waiting list, screening of applicants, and leasing of units.
• Serves as the appeals officers for applicants requesting reconsideration and represents the Operations Department at Conference Panel Hearings.

Re-certifications

• Coordinates with site staff to oversee the recertification process to ensure timely notice and completion.
• Monitors overdue re-certifications and ensures they are immediately addressed.

Asset and Fiscal Management

• Coordinates with site staff on budget preparation and oversight.
• Monitors actual expenses to budgeted amounts and proactively addresses expense over-runs.
• Maintains appropriate financial and inventory records to monitor budgetary allocation.

Capital Planning

• Assists Planning and Development in building a multi-year capital plan to address the physical capital needs of the properties.
• Monitors unforeseen failing capital components and relays to the appropriate party.

Maintenance

Coordinates with Management and Maintenance on:

• Unit inspection practice and standards;
• Work orders, to ensure routine work orders are addressed in 30 days or less and emergency work orders are addressed in accordance with Agency standards; and that work orders are entered accurately and timely.
• Supervise and direct preventative maintenance efforts.
• Assists in the coordination of snow removal efforts as needed.

Resident Relations

• Develops good relationships between tenants and the Authority.
• Meets with tenants and the local tenant councils to discuss mutual goals and to resolve problems, maintenance and security needs, and requests for transfers.
• Meets with the Tenant Services Coordinator and/or staff to develop goals and program changes based on the needs of the community.
• Meets with residents to review pre-grievance requests and issue pre-grievance decisions. Represents CHA at grievance panel hearings.

Supportive Services

• Collaborates with and provides feedback to the Resident Services Department on supportive services.
• Assists in designing and implementing support programs with property staff and Resident Services.

Reports

• Reviews and responds to reports on key performance indicators.
• Analyzes data to prepare and submit reports based on data and information from multiple sources as needed
• Develops strategies to address low performing properties.
• Interacts with investors and 3rd party inspectors on reporting requirements.
  
  Performs other related duties as assigned.

COMPETENCIES

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

Behavioral Competencies

• Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
• Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; recognizes working colleagues as customers.
• Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
• Leadership: Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates.
  
  Job Competencies
• Extensive knowledge of the principles, practices, methods and techniques of multi-family, RAD, public housing and tax credit property management
• Extensive knowledge of local, state, and federal rules and regulations applicable to public housing tenants
• Extensive knowledge of the problems encountered in the placement and maintenance of low income individuals and families in public housing
• Thorough knowledge of supervisory methods and techniques
• Considerable knowledge of administrative principles and practices
• Considerable knowledge of inspectional methods and techniques as applicable to the conduct of inspections of residential properties to ensure their adequacy
• Ability to present ideas effectively, both orally and in writing
• Ability to prepare narrative and statistical reports
• Ability to meet and resolve operational problems with local, state, and federal agencies
• Ability to establish and maintain effective working relationships with associates and tenants
  
  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 sit, stand, and walk. While the work is primarily sedentary, excessive walking, standing, bending, and carrying of items such as books, binders, files, and documents is required. The employee must occasionally lift and/or move up to 25 pounds. Work may entail travel to meetings, conferences, and workshops in other cities.
  
  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.
  
  Office environment. The noise level in the work environment is usually moderate.

It is the policy of the Cambridge Housing Authority to give preference in employment to Section 3- eligible individuals. The Cambridge Housing Authority is an equal opportunity affirmative action employer. Minorities, handicapped and others are encouraged to apply.