Property Management Supervisor

JOB SUMMARY

Under the supervision of the Asset Manager and in conjunction with the Maintenance Supervisor, the Property Management Supervisor is responsible for supporting ongoing real estate functions within the Grand Junction Housing Authority.  This includes, but is not limited to, assuring GJHA properties meet high quality standards and operate effectively and efficiently; monitoring property management functions to ensure goals and targets are achieved (including marketing, occupancy, compliance, and financial expectations).   Supervises Property Managers/Leasing Agent in performing a variety of work, including budget management, marketing and leasing of units, execution and enforcement of leases, annual reviews of tenant income, property inspections and processing of maintenance requests. The Property Management Supervisor will help establish and maintain a level of pride in the performance and appearance of GJHA communities by ensuring the properties remain safe, comfortable homes that our residents can be proud to reside in. As a member of the Leadership Team, works proactively with agency leadership to meet GJHA goals and objectives.  

ESSENTIAL JOB FUNCTIONS

• Directly supervises Property Management staff. Carries out supervisory responsibility in accordance with GJHA policies, procedures and applicable laws including: coaching, interviewing, hiring and training, planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Fosters a collaborative, teamwork environment with the Asset Manager, Maintenance Supervisor and the Property Management and Maintenance Teams, as well as other GJHA Departments.
• In conjunction with the Asset Manager and Maintenance Supervisor, develops balanced annual budgets and long-range plans to address the maintenance and capital needs of each GJHA property. Assists Asset Manager in monitoring of monthly delinquency reports and vacancy/occupancy benchmarks.
• Participates in scheduling the turnover of apartments in coordination with maintenance in order to maximize availability and ensure that apartments are in superior condition for occupancy.
• Prepares, by the deadline, all applicable reports, financial and tenant eligibility records, and any other reports deemed necessary by Asset Manager.
• Promotes resident involvement and responsibility for the overall operation of GJHA properties, through appropriate participation in tenant activities and interaction with residents and staff to foster a community environment. 
• As needed, assists Property Managers/Leasing Agent in determining eligibility and selecting prospective tenants in accordance with GJHA Tenant Screening criteria and Tenant Selection Plans (“TSP’s”), and appropriate laws and regulations. Also, as needed, conducts pre- and post-occupancy interviews with tenants in accordance with GJHA procedures, and executes and reviews leases with tenants.
• Supports Property Managers as they ensure efficient operation and maintenance of mechanical systems and all aspects of the building and grounds, including security and cleanliness, by working with Maintenance staff to ensure timely repairs, regular ongoing maintenance and efficient apartment turnover.
• Evaluates, for Quality Control purposes, maintenance of tenant files in accordance with applicable procedures and regulations, including the eligibility status of current tenants, appropriate calculations of rental assistance, and adherence to move in/move out (or termination) requirements. This includes appropriate random sampling techniques and determining the appropriate number of files sampled for each property.
• Supports Property Managers in rent collection and lease enforcement duties, including performing evictions/terminations, monitoring tenant accounts receivable, executing bad debt write offs, and post-occupancy collection activities including judgements and/or collection of bad debts per GJHA procedures and Colorado Statutes.
• Understands the different dynamics in working with individuals in poverty and the unique social challenges they encounter to remain housed; utilizes community connections and other GJHA departments to practice a philosophy of service connection to work to keep individuals housed.
• As needed, generates work orders in response to tenant reports and inspection findings. Monitors follow up with Tenants to ensure work was completed satisfactorily.
• As needed, responds to and documents all client/resident complaints and mediates conflicts that are escalated above the Property Manager level.
• Provides general information about GJHA Programs to the public and other community organizations in a professional manner.
• Attends scheduled meetings with the Asset Manager and Property Managers to discuss various items of concern and/or interest to both parties.
• Must comply with all provisions of the employee handbook.
• Performs other duties as assigned.

ADDITIONAL JOB FUNCTIONS

• Treats people with respect and work with integrity and professional ethics, upholding the agency’s values and mission. Represents the agency in a positive, professional and ethical manner at all times. This specifically includes abiding by all of the ethical rules outlined in the Employee Handbook.
• Follows Grand Junction Housing Authority (GJHA), U.S. Department of Housing and Urban Development (HUD), financial partners (i.e. funders/investors) and Colorado Housing and Finance Authority (CHFA) policies, procedures, rules and regulations, where applicable. Must have or acquire a working knowledge of all pertinent regulations applicable to the position.
• Adapts well to change in the work environment.  Works with frequent interruptions and responds calmly and professionally to emergency situations.  Demonstrates the ability to provide quality services to a culturally diverse population.  Must be respectful and professional at all times.
• Maintains the utmost confidentiality of all applicant and tenant information.
• Must be a team player and act at all times in a manner that is in the best interest of GJHA.
• Communicates and reports to the appropriate member of the Leadership and/or Executive Teams, any matters regarding liability and risk management issues at properties as well as any suggestions to improve or enhance quality of life issues provided by the clients/residents.
• Uses a time management system and other organizational tools set up by the GJHA.
• Establishes and maintains effective working relationships with other employees and community agencies.  Ability to work in a team environment placing the interests of the team above own.
• Makes rational and appropriate decisions.  Communicates clearly and professionally verbally and in writing.
• Daily in town travel, occasionally using own vehicle.  Some out of town training may be required.
• Make appropriate tenant referrals to Service Coordinator, Housing Advocate and other appropriate community resources.
• Responsible to maintain office in a neat and clean manner. No information relating to applicants and tenants, including files and computer screens, visible to office visitors or left on the desk after work hours.

MINIMUM QUALIFICATIONS/SKILLS NEEDED

• High school diploma or equivalent required. Bachelor’s Degree with emphasis in public or business administration or subject areas appropriate to the assigned duties, preferred.  Two years minimum experience in property management and/or progressively responsible management position preferred. Supervisory experience preferred. Work experience should be appropriate to this position.
• Demonstrate the ability of meeting and complying with strict deadlines. Should be able to prioritize tasks effectively and deliver high-quality work within the designated timeframes.
• Possess strong written and verbal communication skills, particularly in drafting and presenting high-level communications to stakeholders, including executive leadership, members of the public, tenants, and cross-functional teams
• Exhibit a deep understanding of complex concepts and the ability to distill these into clear, actionable insights. Must be comfortable navigating and explaining intricate subjects to a diverse audience.
• Proficient in Microsoft Windows and must have or acquire a working knowledge of GJHA tenant software (HMS Windows) within three months of date of hire.
• Requires strong skills in concentration, time management, initiative, and attention to detail. Must be able to deal with frequent interruptions and to successfully work a variety of populations.
• Requires excellent communication and organizational skills and the ability to exercise independent judgment and work with limited supervision.
• Must have or acquire working knowledge of the following within three months of date of hire:
  o    Housing management and occupancy issues, statutes and requirements;
  o    The Low-Income Housing Tax Credit program;
  o    HUD Multi-Family Programs
  o    Fair Housing/Reasonable Accommodations
  o    Marketing strategies and processes, in compliance with Equal Housing Opportunity;
  o    Basic principles, practices, and techniques of residential property management;
• Requires a valid Colorado Driver’s License and the ability to be insured at standard rates.
• Criminal background checks and drug screening will be required.