Job Description

The Affordable Housing Manager is responsible for daily operations of the property, maintenance & upkeep, marketing, rent-up, and compliance & monitoring. The Manager works to establish and maintain positive, productive relationships with the community, government agencies (including but not limited to HUD, LIHTC, City of Buffalo HOME, OTDA HHAP, OPWDD, ESSHI), industry professionals, suppliers, vendors, outside agencies, maintenance personnel, members of the compliance and accounting departments, and with all residents at the property, ensuring consistent application of Community Services for Every1 policies and procedures.

At assigned properties, is responsible for setting rental rates, initial and annual rent agreements, tenant relations, bank reconciliations, cash entries, and maintains various financial systems. Follows up on outstanding rent, late fees, and security deposits. Coordinates agency apartment inspections, and those performed with Section 8/HUD and other agencies as appropriate. Coordinates building repairs and improvements with outside contractors.

POSITION RESPONSIBILITIES

• Greeting, assisting, and qualify prospective residents. Maintain professional communication with residents, applicants, and other representatives.
• Assist applicants by giving property tours, answering telephone calls, preparing application paperwork, and communicating leases and community policies.
• Maintain waiting list utilizing electronic platform. Place calls to applicants if vacancies are expected.
• Prepare marketing plans, leasing strategies, and advertising proposals with the assistance of the agency broker. Remain informed of trends in the apartment industry and in the surrounding community.
• Complete necessary paperwork in a timely manner and scan and mail promptly to avoid penalties.
• Checks electronic platform frequently for expirations and re-certifications.
• Verifies income standards for prospective tenants prior to approving a rental application, including obtaining the appropriate documentation. Submits required documents, including W-9, to Business Office for new tenants.
• Collects all monies due to Community Services for Every1 (rents, damages, late fees, etc.) and prepares receipts.
• Follow up on collections, delinquent rents and un-honored checks. Complete appropriate paperwork to effect collection and/or eviction.
• See that every vacant apartment is ready for occupancy as soon as possible. Turnaround time should never exceed a week unless there are major renovations. Prior to move-in date walk through with pest control and instruct maintenance personnel to inspect vacant units.
• Account for keys to all apartments. All apartments should be mastered. Spare locks and keys should be kept on hand.
• With any vacancies, should be available for after-hours appointments including scheduling of weekend appointments as needed.
• Maintain the community files and records ensuring documentation is kept complete, up-to-date, and ensure all compliance procedures and requirements are satisfied.
• Prepare and maintain complete resident and general office files, always keeping proper documentation.
• Be familiar with all Regulatory Agreements and related agencies to ensure 100% compliance with all regulations. Maintaining proficient knowledge/application of HUD, LIHTC, HOME, ESSHI, HHAP income requirements as identified by property type.
• Aware of all relevant laws and agency regulations, including but not limited to fair housing, sexual harassment, and disability accommodations.
• Take maintenance service requests from residents and follow-up on service calls, keeping and filing all copies and related documentation.
• Report and log all property issues, leasing objections, and potential liabilities and make recommendations for solving such issues to supervisor and/or Building and Properties Director.
• Expedite the tenant’s service requests as soon as possible. If it cannot be completed that day, advise the tenant when the service will be completed.
• Ensures timely collections of all rent.
• Executes leasing agreements upon initial rental and annually thereafter. Ensures that the leasing agreements comply with legal standards and are updated to meet the needs of the agency as well as its tenants.
• Inspect the property on a regular basis and report all safety hazards, property damage, and needed repairs to maintenance personnel. Follow up on repairs to verify completion and compliance.
• Perform monthly or as needed unit inspections to determine needs and resident compliance with regulations set forth by federal, state, and local agencies.
• Keep the office clean, organized, and business-like attitude with tenants at all times. Discourage residents from loitering in the office.
• Handles and resolves tenant issues, lease violations, processes evictions, and communicates with law enforcement when appropriate.
• Ensures a safe and secure environment for all tenants.
• Coordinates tenant issues with Care Coordinators, Fiscal Intermediary Program staff, Supportive Housing Staff, and other representatives when appropriate.
• Completes move in/move out checklist for the Business office for the invoicing of tenant damage to initiate reimbursement by the tenant or former tenant.
• Walk the community grounds every day. Maintain good curb appeal. Coordinate with maintenance for any work to be scheduled.
• Assists with other Building and Property issues as needed.

Education and Experience

• Associate’s Degree and one (1) year of experience OR High School Diploma / GED and five (5) years of experience in property management.
• At least 1 year of prior accounting or business office experience.
• At least 1 year property management experience required.

Skills, Knowledge and Abilities

• Excellent communication, organizational, and analytical skills.
• Intermediate Excel and Word computer skills.
• The ability to perform rent analysis and handle legal aspects of property management.
• The ability to communicate and empathize with a diverse tenant base.

Certifications

• Completion of trainings from the National Center for Housing Management (NCHM) including COS/TCS/BOS certifications are preferred.
• Valid New York State Driver License and use of personal vehicle for work purposes.

Physical and Mental Requirements

• Physical requirements include walking, sitting, standing, bending, driving, ability to climb stairs, carrying, stooping, and lifting up to fifty (50) pounds.
• Mental requirements include ability to exercise independent judgment and manage multiple tasks.
• Staying awake and alert while on duty.

Working Conditions

• Will work during normal business hours with availability evenings and weekends when necessary.
• Frequent local travel required.

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