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Housing Manager- South Haven Woods

2 months ago

Bedford, United States United Church Homes, Inc. Full time

Community Name:

South Haven Woods The Housing Manager position is responsible for managing the operations, leasing activity, renewals, collections, financial reporting, supplies, and communications of the assigned senior living community, while maintaining a high level of customer service with all residents and potential customers.

Essential Functions Statement(s)

  • Advises and makes recommendations through the Regional Manager (who advise the VP of Housing Services) regarding housing facility goals, objectives, programs, procedures, and policies
  • Reviews, implements and upholds all policies in 4350.3 HUD Handbook and Manager's Administrative Procedures (M.A.P.), as well as all general UCH policies, procedures and manuals
  • Exercises judgment and decision-making authority as required, to the ultimate good of the facility and of UCH
  • Leases apartments once individuals have been approved, with respect to interviews, certifications and move-in paperwork for all new residents
  • Completes certification for new residents and recertification all current residents on an annual basis or 120 days before move-in, including background check; verifications of citizenship, DOB, income, assets, medical expenses from last 12 months; and utilizing set formula to determine rate of rent
  • Maintains a strong waiting list of potential applicants, communicating frequently with those currently on the list
  • Collects and reconciles rent each month, deposits into bank using check scanner and internal software, prints receipts
  • Manages monthly accounting process including: Office Duties; Reconciles invoices/bills from each assigned property; Codes invoices/bills according to department; Monitors paid/outstanding status; Utilizes voucher stamp and account number appropriately to process invoices for payment
  • Issues all legal notices and evictions for lease violations as necessary
  • Develops and manages annual operating and capital budgets for property in cooperation with the Regional Manager
  • Prepares and submits HUD Special Claims and vouchers
  • Prepares and submits Reserve for Replacement requests to HUD
  • Prepares and submits all reports and data required by the Central Office and the Department of Housing and Urban Development, following Enterprise Income Verification (EIV) guidelines
  • Coordinates with vendors/contractors as needed to resolve advanced maintenance issues or concerns
  • Maintains a good working relationship with all UCH staff, vendors and suppliers
  • Maintains all offices in good order and proper organization
  • Files all paperwork appropriately
  • Orders all office and maintenance supplies
  • Maintains open communication with Regional Manager and HUD
  • Requests guidance and training from Regional Manager as needed
  • Assists staff with other basic administrative and receptionist duties
  • Remains available to address after-hours situations/concerns
  • Attends all meetings as well as sits on various committees as required
  • Completes other duties as assigned
  • Follows all appropriate safety and security guidelines, procedures and protocol for residents in the Dementia Special Care Unit
  • Maintains appropriate, effective communication with residents, and with residents' family or other significant relationships
  • Participates in relevant educational and training activities as appropriate
  • Special Activities/Attributes--Participates in special activities as required (i.e., safety committee; mentoring/orientation/new hires; etc)
  • Oversees the recruiting and management of property staff
  • Supervises and maintains successful working relationships with all employees
  • Reviews and implements policies set-forth in Employee Handbook and the Personnel Policy/Practice Manual
  • Reviews staff Time Sheets for accuracy
  • Manages payroll process and records time-off
  • Timely submits forms to the HR department
  • Works with Regional Manager on concerns with staff work performance, including corrective action
  • Understands and upholds Corporate Compliance and HIPPA
  • Understands and upholds Fair Housing laws
  • Understands and upholds the Affirmative Fair Housing Marketing Plan (AFHMP)
  • Maintains 95% to 100% occupancy rate
  • Markets vacancies to the general public
  • Prepares and submit monthly Manager/Marketing Reports
  • Stays informed with events in surrounding community
  • Performs community outreach and general public relations
  • Cooperates and maintains good working relationships with Federal, State, local service organizations and community partners (i.e., health agencies, etc.)
  • Oversees booths at relevant health fairs, etc.
  • Maintains a professional working relationship between staff, applicants, guests, residents and their family
  • Thoroughly explains the program to new, incoming residents
  • Implements the Resident Satisfaction & Valuation Program (RSVP) and responds to resident concerns in a timely manner, obtaining guidance from Regional Manager as necessary
  • Encourages the formation of a Resident Association and the development of social programs for the residents
  • Coordinates with Activities Director, Service Coordinator, other outside sources to plan activities for residents
  • Maintains a monthly newsletter and calendar, creating and posting notices to residents
  • Plans and conducts resident meetings
  • Oversees the maintenance of the property's assets
  • Supervises maintenance and janitorial employees to ensure that the property is in good working order
  • Receives and maintains a "Service Request" system and generates work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, with a response time of 24 hours
  • Purchases all materials and supplies necessary for maintenance projects after seeking for competitive pricing and proper approval for expenditures
  • Negotiates all necessary maintenance contracts, with the approval of the Regional Manager
  • Maintains and secures an inventory of supplies necessary for regular operation
  • Frequently inspects property for proper maintenance and cleanliness, including but not limited to: all common areas, offices, grounds and parking lot
  • Performs apartment inspections on a yearly basis
  • Ensures that units are ready for move-in
  • Oversees reasonable accommodations in the apartments as necessary
  • Develops and implements emergency procedures and evacuation plans
  • Maintains a good working relationship with the local Police and Fire departments
  • Maintains contacts for emergencies, including voice mail or an answering service and providing emergency contact numbers to the residents, police, fire department and emergency medical facility
  • Maintains communication between residents, families, during/after emergency situations
  • Upholds emergency maintenance procedures, including immediately responding major problems/failures in the building, ensuring the safety of residents and staff, and coordinating with local authorities and emergency response personnel as necessary; Once the situation has been rectified, completes and submits work orders, incident reports, telephone calls to the Regional Manager, insurance agents, etc, as soon as possible
  • Performs all other duties as assigned or directed

Competency Statement(s)

  • Management Skills - Ability to organize and direct oneself and effectively supervise others.
  • Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.
  • Interpersonal - Ability to get along well with a variety of personalities and individuals.
  • Presentation Skills - Ability to effectively present information publicly.
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Analytical Skills - Ability to use thinking and reasoning to solve a problem.
  • Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
  • Decision Making - Ability to make critical decisions while following company procedures.

Skills & Abilities

  • Education: High School Graduate or General Education Degree (GED): Required
  • Experience: Two (2) years of business office experience
  • Computer Skills: Must be able to proficiently operate a computer, the Internet,Microsoft Office, other relevant software,and basic office equipment; Must be adept at using HUD and internal accounting software
  • Certifications & Licenses: Certified Occupancy Specialist (COS) certification a plus; Must have a valid driver's license
  • Other Requirements: Prior experience with subsidies, HUD policies, Section 8, Section 236, EIV, and/or tax credits highly desired; Must have strong interpersonal skills and ability to resolve interpersonal challenges and conflicts; Must exhibit a high degree of concern for and patience with others, especially elderly individuals; Must be able to communicate in English and read/interpret documents, instructions, etc, such as procedure manuals, HUD handbooks and schedules and notices; Must be able to write routine reports and correspondence; Must be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals; Must have strong problem-solving skills; Must be highly organized, detail-oriented, flexible and adaptable and able to multitask; Must be able to adhere to all terms and conditions set forth in the United Church Homes Employee Handbook

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.