Housing Manager-Shelby Station
3 days ago
Memphis
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. • 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, • 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., • 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 (