Property Manager - Woodstock, IL
Hispanic Housing Development Corporation, Woodstock, IL, United States
Summary
Under the direction of the Property Supervisor, the Property Manager is responsible for the overall operation of the property and the day-to-day implementation of policies, procedures and programs that assure a well-managed, well-maintained building within established management and fiscal policies and compliance with all regulatory agencies and investors. This includes developing a supportive environment for all residents, assuring the property’s sound fiscal management, maintaining an acceptable occupancy level, ensuring a clean, well-maintained building and grounds, managing onsite staff and vendors, and providing leadership to foster a cooperative team and community.
Essential Job Functions
Maintaining the Physical Asset
Works closely with Maintenance Supervisor to monitor and schedule maintenance work (i.e., work orders, repairs, etc.) and ensure timely completion.
Approves rotating schedule of personnel for emergency maintenance.
Conducts follow‑up inspections of maintenance work and surveys resident satisfaction.
Inspects site grounds and common hallways daily.
Monitors and approves make‑ready status of vacant apartments.
Assists in yearly unit and site inspections.
Recommends expenditures within budget allocations for physical repairs, replacement, and/or major improvements.
Evaluates maintenance operations to determine efficiencies or cost‑saving potential.
Ensures any construction‑related problems are corrected.
Ensures emergencies are handled promptly and HHDC corporate staff are properly notified.
Other duties may be assigned.
Safety and Security
Oversees key control, verifies entry door control systems, gates and locks are functioning, ensures answering service is in place, and coordinates as fire/police liaison; educates employees regarding safety and security.
Assists Corporate in developing and maintaining updated emergency procedures plan.
Reports and investigates all liability and site incidents to the corporate office immediately.
Ensures worker’s comp claims are reported, investigated, and paperwork is forwarded to HR within 24 hours.
Ensures Material Safety Data Sheets and other safety inspections are updated and completed.
Other duties may be assigned.
Marketing and Leasing
Maintains full occupancy.
Implements and oversees compliance with all regulatory agency policies and Tenant Selection Plan requirements.
Reviews and processes names on waiting list; monitors yearly updates, openings, and closings.
Assists applicant screening in accordance with tenant selection criteria.
Prepares and submits all required reports on time (vacancy, budget variance, management overview, etc.); ensures resident lists are accurate and up to date.
Monitors and assists with lease renewal process (recertification).
Plans and implements marketing outreach to local agencies, organizations, and businesses; familiarizes self with surrounding communities and resources.
Supervises move‑in and move‑out procedures and prepares necessary documents.
Conducts market surveys, shops competition, and monitors neighborhood market conditions.
Other duties may be assigned.
Resident and Community Relations
Attends and participates in outside or in‑house activities, meetings, and inspections as required to enhance the sense of community and the property’s public image.
Promotes harmonious relations among residents, staff, vendors, and the larger community.
Maintains congenial relationships with all residents, respecting cultural background, economic status, and special needs; adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
Ensures all staff respond to resident, community agency, or area resident inquiries or complaints in a timely, efficient, and courteous manner.
Establishes networks with community services.
Develops and monitors tenant programs.
Creates and implements an ongoing service plan based on individual and collective resident assessments.
Monitors compliance with ADA requirements of residents.
Directs resident council meetings and provides technical assistance; develops monthly program calendar for circulation to all residents.
Acts as liaison and advocate on behalf of residents to public and private agencies.
Other duties may be assigned.
Financial Reporting and Control
Implements rent collection program and follows procedures for delinquent rent and evictions in accordance with HHDC policies.
Maintains all financial records and reports in good order and in compliance with HHDC fiscal policies and regulatory agencies.
Assists in budget preparation; monitors budget control and prepares monthly variance reports.
Prepares and submits monthly reports to HHDC and regulatory agencies on a timely basis.
Ensures A/P invoices are submitted via the electronic system and accounts for petty cash funds accurately.
Approves purchase orders; obtains Property Supervisor approval for expenditures above manager approval limit.
Ensures all rents are collected promptly, deposited electronically, and posted to tenant ledgers.
Assists with rent increase requests.
Prepares yearly utility allowance survey.
Oversees monthly Housing Assistance Payments and rent requests submissions to all agencies.
Other duties may be assigned.
Administrative/Office
Supervises maintenance of property files and records.
Ensures all resident files comply with HHDC and regulatory agency standards; monitors lease compliance matters.
Monitors all service contracts and negotiates as needed.
Obtains bids as needed.
Communicates problems and recommendations to Property Supervisor.
Reports all insurance‑related matters to HHDC within 24 hours of incident.
Oversees office maintenance supplies and equipment inventories.
Other duties may be assigned.
Staff Management
Interviews, hires, evaluates, trains, disciplines, motivates, and supervises all onsite staff to achieve operational goals of the property.
Conducts ongoing training with office staff on leasing paperwork, workplace safety, and other required training.
Provides comprehensive feedback to non‑performing employees; works with supervisor and HR to facilitate disciplinary procedures up to and including termination if necessary.
Other duties may be assigned.
Supervisory Responsibilities
Supervises the onsite staff which may include maintenance supervisor, maintenance & janitorial staff, office staff, resident service coordinator and contract workers.
Working Environment
This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The position experiences interruptions, frequent shifting priorities, and deadlines. It may be required to deal with difficult people; the office is expected to handle residents, visitors, and staff with calmness, diplomacy, and good social skills. The employee must be willing and able to work in all indoor and outdoor environments, including roofs and basements, as required by the essential functions of the position.
Physical Demands
The physical demands are representative of those that must be met by an employee in an office setting: talking, hearing, walking, sitting, standing, stooping, kneeling, crouching, reaching, handling, carrying, lifting objects, using office and computer equipment. Additionally, the manager must be able to walk property, including any flights of stairs, to complete physical inspections, deliver resident communications, and show apartments; must be able to independently access all areas of the property. Regular, predictable attendance is an imperative job function. The employee must also be available for required evening and/or weekend meetings and on‑call status.
Minimum Qualifications
High school diploma (minimum). College degree in Urban Planning, Business, or related field preferred.
6+ years of property management experience in a not‑for‑profit and/or real estate development, construction, or property management company required; must also have previous experience managing affordable housing Section 8 and Low‑Income Housing Tax Credits (LIHTC).
Must have or be able to obtain within 6 months an AMP Leasing Certificate if required by the state.
Must have or obtain HUD Certifications and/or Tax Credit as required by the affordable housing program of the property.
Must have or obtain IREM Accredited Residential Manager (ARM) designation.
Excellent customer service skills with the ability to interact with a diverse group of personalities.
Computer literacy required; working knowledge of MS Office Suite and property management software preferred.
Basic math, strong attention to detail and high organizational skills required.
Demonstrated strong time management and supervisory skills.
Excellent oral and written communication skills.
Excellent interpersonal communication skills, including the ability to inspire, motivate and lead staff.
Bilingual (Spanish/English) may be required depending on resident demographic needs.
Valid driver’s license, vehicle, insurance, and safe driving record.
Willing to travel to various locations if needed.
Success Factors
Acts ethically, responsibly, and dependable; fulfills obligations.
Supervises in a fair and consistent manner with all direct reports, without favoritism.
Conveys a professional and friendly demeanor when communicating with coworkers, tenants, and others to build and maintain positive relationships.
Organizes, plans, and prioritizes work including subordinates’ work by developing specific goals and plans to accomplish tasks.
Exercises sound judgment in stressful situations to solve problems quickly and efficiently.
Can defuse complicated issues between employees and residents.
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Under the direction of the Property Supervisor, the Property Manager is responsible for the overall operation of the property and the day-to-day implementation of policies, procedures and programs that assure a well-managed, well-maintained building within established management and fiscal policies and compliance with all regulatory agencies and investors. This includes developing a supportive environment for all residents, assuring the property’s sound fiscal management, maintaining an acceptable occupancy level, ensuring a clean, well-maintained building and grounds, managing onsite staff and vendors, and providing leadership to foster a cooperative team and community.
Essential Job Functions
Maintaining the Physical Asset
Works closely with Maintenance Supervisor to monitor and schedule maintenance work (i.e., work orders, repairs, etc.) and ensure timely completion.
Approves rotating schedule of personnel for emergency maintenance.
Conducts follow‑up inspections of maintenance work and surveys resident satisfaction.
Inspects site grounds and common hallways daily.
Monitors and approves make‑ready status of vacant apartments.
Assists in yearly unit and site inspections.
Recommends expenditures within budget allocations for physical repairs, replacement, and/or major improvements.
Evaluates maintenance operations to determine efficiencies or cost‑saving potential.
Ensures any construction‑related problems are corrected.
Ensures emergencies are handled promptly and HHDC corporate staff are properly notified.
Other duties may be assigned.
Safety and Security
Oversees key control, verifies entry door control systems, gates and locks are functioning, ensures answering service is in place, and coordinates as fire/police liaison; educates employees regarding safety and security.
Assists Corporate in developing and maintaining updated emergency procedures plan.
Reports and investigates all liability and site incidents to the corporate office immediately.
Ensures worker’s comp claims are reported, investigated, and paperwork is forwarded to HR within 24 hours.
Ensures Material Safety Data Sheets and other safety inspections are updated and completed.
Other duties may be assigned.
Marketing and Leasing
Maintains full occupancy.
Implements and oversees compliance with all regulatory agency policies and Tenant Selection Plan requirements.
Reviews and processes names on waiting list; monitors yearly updates, openings, and closings.
Assists applicant screening in accordance with tenant selection criteria.
Prepares and submits all required reports on time (vacancy, budget variance, management overview, etc.); ensures resident lists are accurate and up to date.
Monitors and assists with lease renewal process (recertification).
Plans and implements marketing outreach to local agencies, organizations, and businesses; familiarizes self with surrounding communities and resources.
Supervises move‑in and move‑out procedures and prepares necessary documents.
Conducts market surveys, shops competition, and monitors neighborhood market conditions.
Other duties may be assigned.
Resident and Community Relations
Attends and participates in outside or in‑house activities, meetings, and inspections as required to enhance the sense of community and the property’s public image.
Promotes harmonious relations among residents, staff, vendors, and the larger community.
Maintains congenial relationships with all residents, respecting cultural background, economic status, and special needs; adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
Ensures all staff respond to resident, community agency, or area resident inquiries or complaints in a timely, efficient, and courteous manner.
Establishes networks with community services.
Develops and monitors tenant programs.
Creates and implements an ongoing service plan based on individual and collective resident assessments.
Monitors compliance with ADA requirements of residents.
Directs resident council meetings and provides technical assistance; develops monthly program calendar for circulation to all residents.
Acts as liaison and advocate on behalf of residents to public and private agencies.
Other duties may be assigned.
Financial Reporting and Control
Implements rent collection program and follows procedures for delinquent rent and evictions in accordance with HHDC policies.
Maintains all financial records and reports in good order and in compliance with HHDC fiscal policies and regulatory agencies.
Assists in budget preparation; monitors budget control and prepares monthly variance reports.
Prepares and submits monthly reports to HHDC and regulatory agencies on a timely basis.
Ensures A/P invoices are submitted via the electronic system and accounts for petty cash funds accurately.
Approves purchase orders; obtains Property Supervisor approval for expenditures above manager approval limit.
Ensures all rents are collected promptly, deposited electronically, and posted to tenant ledgers.
Assists with rent increase requests.
Prepares yearly utility allowance survey.
Oversees monthly Housing Assistance Payments and rent requests submissions to all agencies.
Other duties may be assigned.
Administrative/Office
Supervises maintenance of property files and records.
Ensures all resident files comply with HHDC and regulatory agency standards; monitors lease compliance matters.
Monitors all service contracts and negotiates as needed.
Obtains bids as needed.
Communicates problems and recommendations to Property Supervisor.
Reports all insurance‑related matters to HHDC within 24 hours of incident.
Oversees office maintenance supplies and equipment inventories.
Other duties may be assigned.
Staff Management
Interviews, hires, evaluates, trains, disciplines, motivates, and supervises all onsite staff to achieve operational goals of the property.
Conducts ongoing training with office staff on leasing paperwork, workplace safety, and other required training.
Provides comprehensive feedback to non‑performing employees; works with supervisor and HR to facilitate disciplinary procedures up to and including termination if necessary.
Other duties may be assigned.
Supervisory Responsibilities
Supervises the onsite staff which may include maintenance supervisor, maintenance & janitorial staff, office staff, resident service coordinator and contract workers.
Working Environment
This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The position experiences interruptions, frequent shifting priorities, and deadlines. It may be required to deal with difficult people; the office is expected to handle residents, visitors, and staff with calmness, diplomacy, and good social skills. The employee must be willing and able to work in all indoor and outdoor environments, including roofs and basements, as required by the essential functions of the position.
Physical Demands
The physical demands are representative of those that must be met by an employee in an office setting: talking, hearing, walking, sitting, standing, stooping, kneeling, crouching, reaching, handling, carrying, lifting objects, using office and computer equipment. Additionally, the manager must be able to walk property, including any flights of stairs, to complete physical inspections, deliver resident communications, and show apartments; must be able to independently access all areas of the property. Regular, predictable attendance is an imperative job function. The employee must also be available for required evening and/or weekend meetings and on‑call status.
Minimum Qualifications
High school diploma (minimum). College degree in Urban Planning, Business, or related field preferred.
6+ years of property management experience in a not‑for‑profit and/or real estate development, construction, or property management company required; must also have previous experience managing affordable housing Section 8 and Low‑Income Housing Tax Credits (LIHTC).
Must have or be able to obtain within 6 months an AMP Leasing Certificate if required by the state.
Must have or obtain HUD Certifications and/or Tax Credit as required by the affordable housing program of the property.
Must have or obtain IREM Accredited Residential Manager (ARM) designation.
Excellent customer service skills with the ability to interact with a diverse group of personalities.
Computer literacy required; working knowledge of MS Office Suite and property management software preferred.
Basic math, strong attention to detail and high organizational skills required.
Demonstrated strong time management and supervisory skills.
Excellent oral and written communication skills.
Excellent interpersonal communication skills, including the ability to inspire, motivate and lead staff.
Bilingual (Spanish/English) may be required depending on resident demographic needs.
Valid driver’s license, vehicle, insurance, and safe driving record.
Willing to travel to various locations if needed.
Success Factors
Acts ethically, responsibly, and dependable; fulfills obligations.
Supervises in a fair and consistent manner with all direct reports, without favoritism.
Conveys a professional and friendly demeanor when communicating with coworkers, tenants, and others to build and maintain positive relationships.
Organizes, plans, and prioritizes work including subordinates’ work by developing specific goals and plans to accomplish tasks.
Exercises sound judgment in stressful situations to solve problems quickly and efficiently.
Can defuse complicated issues between employees and residents.
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