Real Estate Portfolio Director

SUMMARY The purpose of this position is to provide strategic oversight for DHC Real Estate Portfolio. This is a senior level position whose purpose is to direct the operation of full-service property management, maintenance, and capital upgrades for a portfolio with over 3,400 public housing units, using capital and operating funding (HUD, grants, and private funding). This position must have and/or: Excellent leadership skills to coordinate between and among various Organizational Departments (Procurement, Information Technology, Resident Services, Legal, Development, and Finance). A strong strategic planning/goal setting, planning, coordination, and success of crime prevention and security programs in all developments and facilities, and development and implementation of strategies to preserve and enhance the value and condition of all properties, as well as directing, overseeing, and assessing the performance of application processing, property leasing, and management, maintenance of properties, construction projects, fleet management, and maintenance. Establish, enforce, and maintain appropriate policies and procedures necessary to implement the DHC asset and property management programs and functions to effectively ensure that federal, state, local, and DHC regulations and performance goals (95% occupancy, 95% rent collection, 95% recertification and 100% spending in HUD capital funding) are met or exceeded. Oversee implementation and closing of modernization CFPs, exercising fiduciary responsibility for the accurate tracking and reporting of expenses and activities against grant funds; assist with the annual update to the comprehensive plan, and other related planning documents. Duties include developing long-term resources, completing scopes of capital work for solicitation of bids, supervising project-management staff, preparing budgets, making recommendations, overseeing financial proposals, and monitoring program compliance. The incumbent directs and coordinates a variety of contractors and other construction-related activities upgrading DHC-owned properties. Oversee the management of construction site progress while coordinating contractual relationships for all capital projects to ensure compliance with scheduled deliverables, applicable guidelines, specifications, requirements, and budgets. Lead the creation and implementation of a fee-for-service or force account program, and provide direction and supervision to a skilled labor team of employees tasked with property repair and rehabilitation. Also monitors and oversees project compliance with construction documents, work schedules, cost estimates, and all other applicable local, state, and federal regulations and standards. In addition, the incumbent works closely with DHC’s General Manager of Maintenance to plan and coordinate the preventive maintenance programs of the Detroit Housing Commission. The Director works to ensure that all building systems, upon installation, have maintenance service contracts in place, provides training by the installers for DHC staff to maintain the systems, and works to develop standard operating procedures for preventive maintenance, whether performed in-house or under a service contract. Exhibit concern, compassion, and understanding of the residents of the Organization – ‘The Resident Experience’. Work is evaluated based on results and compliance with relevant guidelines. This position works under the general supervision of the Executive Director and Deputy Director or designee. EDUCATIONAL REQUIREMENTS Bachelor’s Degree in construction or project management, business administration, public administration, social sciences or closely related field from an accredited college or university is required. Builder’s License required. EXPERIENCE REQUIREMENTS 10 years of supervisory experience, with planning, and fiscal responsibilities plus proficient use of computers in maintaining records, or an equivalent combination of education and experience. Master’s degree in one of the noted disciplines is desirable (experience may be substituted). 4-5 years of progressively responsible experience in public housing or property management is required. 7-10 years of Construction Supervision or Contract Administration experience. OTHER REQUIREMENTS Must have or be able to acquire a valid state driver’s license. Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider. Must be insurable under the agency’s insurance policy. KNOWLEDGE Knowledge of structural preventive maintenance methods and practices. Knowledge of the methods, building trades, equipment and problems in large scale buildings and property maintenance work. Knowledge of local and state building codes, cost estimation and OSHA work practices. Knowledge of architectural, engineering and construction contract processes, provisions, and procedures. Knowledge of the principles and practices of project design, construction management and procurement. Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to HUD related to procurement, design, construction, environmental issues. Knowledge of HUD programs, requirements, and policies/procedures. Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system. Knowledge of the principles and practices of automated information systems, and data processing. Knowledge of the operation of commission and HUD computer system and software. Interact with public and private agencies and residents to accomplish organizational goals. Knowledge of the principles and practices of personnel management and supervision. Knowledge of training methods for all levels of personnel, related to departmental initiatives. Knowledge of the principles and practices of grants management. Knowledge of the principles and practices of contract administration. Knowledge of the principles and practices of employee development. Knowledge of Uniform Relocation Assistance, Cost Control and Safe Harbor Requirements. Knowledge of fund and governmental accounting practices and principles. Knowledge of the principles and practices of budgeting and budget administration. Knowledge of time and attendance requirements, payroll regulations and reporting procedures. REQUIRED ABILITIES Act independently. Analyze situations. Attend to details. Communicate verbally. Communicate in writing. Concentrate. Empathize. Identify problems. Initiate. Manage pressure. Motivate. Multi-task. Organize. Think creatively. REQUIRED SKILLS Develop and maintain effective working relationships with stakeholders to accomplish organizational goals. Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility. Initiate and manage work projects. Assess training needs and determine method for obtaining training. Build, direct and manage teams effectively. Delegate duties and assignments to achieve objectives. Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals. Develop policies and procedures congruent with organizations needs. Maintain confidentiality. Provide and receive constructive and motivational feedback. Supervise and support staff. Use sound judgment when implementing decisions. Utilize strong interpersonal skills to interact with various stakeholders. Account for time and materials. Analyze invoices, purchase orders and requisitions accurately. Analyze situations, review available actions, and determine the best course of action. Anticipate potential issues to develop preventative actions. Attend to detailed work accurately and efficiently. Calculate, compute, summate and/or tabulate data and information, and present effectively. Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds. Manage multiple priorities and demands within established requirements. Plan, organize, complete or assign work and special projects in order to meet organizational goals. Provide high level, quality customer service both internally and externally. Implement decisions in accordance with established requirements. SUPERVISORY RESPONSIBILITIES Direct employee supervisory responsibilities of 15-20 employees, with job titles including, but not limited to: Capital Asset Project Specialist Construction Manager Capital Asset and Skilled Labor Supervisor General Manager of Maintenance Services Skilled Trades/Force Account Crew REPORTS TO Executive Director and Deputy Director or designee. ESSENTIAL JOB FUNCTIONS [The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job] Monitor program obligations and expenditures. Participate in the preparation of CFP Performance and Evaluation Reports and Budget Revisions for open CFP Grants. Interpret and apply DHC personnel policies, departmental policies, and other relevant policies and procedures. Coordinate architect/engineer design services, including development of technical specifications. Prepare and maintain contract files, contract master list, and other files as needed. Negotiate/manage revisions, changes and additions to contractual agreements related to change orders with project’s general contractor. Coordinate, prepare and review specifications for contracts for new construction/redevelopment or substantial rehabilitation. Review contractor’s progress payments and coordinate payment processing. Coordinate resolution of construction claims and complaints from contractors and residents. Ensure the performance of Davis-Bacon labor standards payroll submittal monitoring and review employee field interviews. Participate in the preparation of the Annual Statement and Five-Year Action Plan. Update the Annual Modernization Report. Review time and leave reports for subordinates. Prepare and review performance appraisals and discuss with subordinates as appropriate. Participate in the preparation of the Annual Statement and Five-Year Action Plan. Coordinate contract completion and final inspections, including contract closeout activities. Coordinate bid solicitation for planned projects. Coordinate pre-bid conferences and pre-construction conferences, as needed. Review internal bid documents review to determine lowest responsive and responsible bidder. Prepare price analysis of bids. Coordinate approvals for contract awards and prepare notice to proceed. Represent DHC at construction progress meetings, and coordinate site inspections of work in progress. Monitor Section 3 compliance for construction contracts. Request Wage determinations, as needed. Complete Section 3 Summary Report. Prepare monthly reports, including PHAS CFP indicator data, contract Budget Summary report for open CFP work projects, contract status report. Participate in the planning of R.E. Development projects as requested. Plan and coordinate use of in-house skilled labor team to do repair, replacement or substantial rehabilitation through supervision of Capital Asset and Skilled Labor Supervisor. Work collaboratively with R.E. Management Department on preventive maintenance planning and monitoring of plan execution across all properties. Provide clear documentation, as needed, on progress or lack thereof by preparing regular written internal and external reports through supervision of Construction Manager. Counsel employees regarding job performance and document in accordance with established procedures. Recommend disciplinary action as needed. SUPPLEMENTAL FUNCTIONS [These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job] Participate in the preparation and submission of the Public Housing Agency Plan. Participate in the planning of R.E. Development projects as requested. All other duties as assigned. PHYSICAL ACTIVITIES AND DEMANDS Traversing rough or uneven terrain. Standing. Walking. Reaching. Kneeling. Crouching. Lifting. Carrying. Pushing. Pulling. EQUIPMENT Computer/laptop. Scanners. Monitors. Communication systems. Projectors. Hand tools. WORK ENVIRONMENT Exposed to continual, multiple distractions. Work in hot, cold, wet surroundings. Confined workspaces (shafts, crawl spaces, etc.). Exposed to electrical hazards. Exposed to mechanical hazards. Ability to position oneself to work under or on top of objects. SOFTWARE Internet software. Spreadsheet software. Word processing software. Contract management software. Database software. Project management software. Purchasing systems. Design software. Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time. #J-18808-Ljbffr