Job Location Website Elderly Housing Development & Operations Corporation
The Community Manager is responsible for the day-to-day management of the assigned property under the guidance of the Regional Director and EHDOC. Management responsibilities include but are not limited to the daily administrative, financial, reporting, procurement and purchasing, personnel supervision, maintenance operations, resident relations, social activities, and the overall physical condition and financial operation of the property.
The Community Manager is responsible to perform and discharge all duties assigned by the Regional Director and EHDOC, deemed necessary to meet the needs of the organization and asset.
Essential Job Duties and Responsibilities
- Select eligible and qualified residents to comprise a population that is appropriate to the housing program guidelines, Tenant Selection Plan, household program requirements, and goals of the Owner, HUD, Lender, Investor and EHDOC.
- Maintain occupancy goals by having a minimum of five (5) pre-approved and documented qualified applicants on file that meet all HUD and LIHTC guidelines, the company’s resident selection criteria, and the applicable set-aside Area Median Income rule that applies.
- Maintain all resident file documentation and financial transactions related to the leasing of the units in a properly organized, documented and secure manner in accordance with HUD and LIHTC regulations, EHDOC Policies and Procedures, and/or the Board of Directors of the Owner, HUD, Lender, Investor and EHDOC.
- Maintain all EHDOC files, financial records, computer data, and personnel records in accordance with EHDOC Policies and Procedures. Records are maintained in a clean and organized order that are easily accessible to be retrieved, examined, audited, etc. by the Owner, HUD, Lender, Investor and EHDOC and any third-party auditors or lawful representatives of the federal, state and local governments.
- Assignment of administrative and maintenance staff work schedules/duties to insure the efficient daily operation of the property. Scheduling of administrative and maintenance assignments is accomplished by consulting with other supervisory employees (i.e., Regional Director, Regional Maintenance Director, Maintenance Supervisor or Assistant Manager).
Other Duties and Responsibilities
- In conjunction with the Regional Director, Regional Maintenance Director and the on-site Maintenance Supervisor, develop, implement and oversee all preventative and routine maintenance programs.
- In conjunction with the Regional Director, Regional Maintenance Director and the on-site Maintenance Supervisor, develop and oversee implementation of all repairs, resident work orders, procurement and oversight of all outside vendors, contractors, suppliers, and emergency assignments.
- Develop and implement an emergency evacuation plan for the community in conjunction with the Building Engineer, Maintenance Supervisor and local/state fire/emergency management personnel. Provide residents with copy of evacuation procedures.
- Develop and implement a Resident Handbook.
- Complete all EHDOC; LIHTC and HUD required reports, including EIV, in a timely and accurate manner. Reports include, but are not limited to, HAP requests, Monthly Manager’s Report, weekly vacancy report, financial/deposit reports, etc.
- Conduct annual inspections of all units for Decent, Safe and Sanitary Conditions in accordance with EHDOC, LIHTC and HUD guidelines. Prepare a written report of inspection and file in resident file.
- Work with Building Engineer or Maintenance Supervisor to develop and implement all work orders needed for correction of any problems found during the course of inspection.
- Notify Regional Director and insurance company within prescribed EHDOC Policies and Procedures of any incident involving fire, flood, wind damage, property damage, personnel injury or life threatening conditions. Where appropriate, notify Worker’s Comp carrier of any injury to an employee immediately.
- Inspect all floors, hallways, stairwells, common areas, and grounds on a continual basis. At least weekly, walk the property with the Building Engineer or Maintenance Supervisor to identify potential problem areas.
- Secure bids and prepare complete bid packages for all contract work to forward to the Regional Director for approval.
- Review all contracts for submission to Regional Director with recommendations.
- Become familiar with the knowledge of state/local/federal laws and regulations as they relate to the management of the property and resident needs (for example, Tenant Bill of Rights, eviction requirements and 504 accommodations, etc.).
- Work with Tenant Association/Resident Council to meet residents’ needs and foster community spirit and harmony.
- Maintaining the community within the established budget, monitoring budget variances, and replacement reserve funds.
- The timely and accurate submission of expense vouchers, financial documents and bank deposits to EHDOC for proper processing, payment and recording.
- Advertising for, interviewing and preparing recommendation for hiring of new employees to forward to Regional Director for approval. Preparation of complete New Employee Package and personnel file. Other supervisory personnel (Building Engineer or Maintenance Supervisor) should be involved in the interview process for maintenance staff.
- Acting as liaison representing EHDOC and the property to the Owner Corporations Board of Directors, state/local community and governmental organizations, Tenant Associations and Resident Councils related to the functions, mission and goals of the property.
- Supervise volunteers, senior aides, etc. associated with the operation of the community.
- Other duties and responsibilities as directed by EHDOC and Regional Director that would be deemed necessary to meet the demands of the residents and to effectively and professionally manage the community.
Education and Experience
- A Bachelor’s Degree in management, business or related field is preferred. However, an equivalent of five years of community management experience might be considered as a substitute for a college degree.
- Certified Occupancy Specialist Certification.
- Certified Manager of Housing Certification. CMH may be completed within the first year of employment.
- Tax Credit Specialist when applicable to property.
- A minimum of five (5) years community management experience at an administrative and supervisory level.
- Hands-on, working knowledge of TRACS processing, EIV, and HUD submission.
- Computer literate capable of using Excel, Windows, e-mail, document processing, etc.
- Excellent verbal and written language skills in primary language of property location (i.e. Spanish in Puerto Rico, English in the continental United States). Bi-lingual is preferred in many locations.
- Ability to supervise, motivate and train staff in order to develop a cohesive team at Community to ensure quality, professional management.
- General knowledge and experience in management accounting and financial policies and practices.
- General knowledge and experience in budget preparation and monitoring.
- Working knowledge of building maintenance.
- Ability to produce complete bid packages.
- Familiar with HUD procedures regarding occupancy, inspections, report submissions, etc.
- Understanding and consideration of the type of circumstances associated with working with the elderly and handicapped.
- Familiar with 504 requirements.
- Ability to travel to conferences/training as required by EHDOC.
Elderly Housing Development & Operations Corporation and EHDOC Management LLC are equal opportunity employers.