Description
Basic Functions:
Responsible for the successful operation, financial management, and maintenance of the properties according to the objectives of the property owners and Baldwin Real Estate Corporation. This position is responsible for 2 affordable housing communities (funded through Rural Development and/or LIHTC). Provide a habitable and safe property, which conforms to all health and safety laws and regulations. Manage property in accordance with all Rural Development, and/or HUD, and/or Tax Credit (all referred to as Agency/Program) rules and housing and employment laws. Ensure staff compliance with all company policies and procedures, maintaining high standards of conduct whenever performing company or property business.
Payroll
Full time position: 8:30 AM.-5:00 PM, Monday through Friday. Flexibility with start and end times. Rare, occasional weekend or evening hours may be required. Position is compensated on an hourly basis.
Relationships:
- Reports directly to Regional Property Manager and/or VP of Affordable Housing Management
- Cooperates with Site Maintenance Supervisor, and outside vendors
- Interfaces with Agency/Program staff/Investor and Owner as needed
- Maintains positive relations with residents, staff and vendors
- Maintains supportive relations with community, fire and police agencies
Key Goals:
- Ensure property follows the regulations outlined by Agency/Program.
- Understand long-range planning goals
- Maximize resident-retention
- Maintain property's emergency and risk management plan
- Operate within approved budget plan
- Update marketing plan annually—if required
- Implement and monitor efficient turnover program to ensure high resident satisfaction and retention
- Maintain good record keeping system
- Reduce liabilities, both physical and financial
Description of Responsibilities and Typical Work Activities (Not limited to:)
A. Maintaining the Physical Asset
- Assist Maintenance Supervisor to prioritize maintenance service requests and work assignments, if needed, and follow-up with Maintenance Supervisor to assure proper completion.
- Make periodic inspections of each building and common grounds (minimum weekly)
- Evaluate maintenance operations periodically to determine cost-efficiency
- Conduct annual apartment inspection, record results, and coordinates all required repairs with Site Maintenance Supervisor
B. Marketing and Leasing
- Lease units quickly and efficiently following approved policies to fill vacancies within a target of 30 days or less from move-out
- Maintain and update waiting list in accordance with Agency/Program guidelines
- Review all applications for completeness
- Process rental applications, secure credit reports, verify income, assets, references
- Advise applicants of acceptance or denial accordingly, in compliance with fair housing laws, agency regulations and tenant selection plan
- Assist in preparation of advertising and marketing programs. Develop an outreach program to find qualified residents
- Maintain efficient and complete resident files in site office
C. Tenant Management
- Educate staff and residents concerning health, safety, police and fire issues
- Monitor compliance with all turnover and make-ready procedures
- Process damage claims and requests for return of security deposits to main office accounting
D. Financial Reporting and Control
- Receive all invoices, review, approve, and bucslip for Regional Property Manager every two weeks.
- Prepare payroll reports for Regional Property Manager's approval every two weeks
- Implement purchases required for day to day operation under guidelines established by Regional Property Manager, and within owner-approved budget guidelines
- Deposit rents and security deposits in bank in a timely fashion (min. weekly). Provide detailed deposit records to main office accounting department
- Prepare purchase orders and authorize within budget constraints (any purchase over $1000 or any capital improvement requires Regional Property Manager's approval)
- Record monthly utility usage and implement cost-efficiency wherever possible
- Maintain petty cash fund and provide proper receipts for all expenditures
E. Administration
- File reports and maintain communication with Regional Property Manager on matters affecting property issues
- Track receivables, send notices of delinquency, and work with Regional Property Manager regarding collections/evictions in accordance with NYS Law
- Participate in annual employee review process
- Assist in preparation of the annual operating budget
- Maintain polite, professional, and informative telephone communication
- Maintain professional personal appearance and presentation
- Participates in required training as defined by company- webinar or classroom setting- this may require occasional travel
- Additional tasks as may be assigned
Skills Required
- Manage affordable housing communities funded through Rural Development and/or LIHTC
- Knowledge of Rural Development, HUD, and Tax Credit (Agency/Program) rules and compliance
- Ensure compliance with fair housing and employment laws
- Leasing and tenant screening: process applications, verify income/assets, maintain waiting list
- Financial management: prepare payroll reports, process invoices, deposit rents, maintain petty cash and budgets
- Coordinate maintenance and perform regular property and apartment inspections
- Strong recordkeeping and communication with Regional Property Manager, owners, and agencies
- Full-time availability with occasional evenings, weekends, and occasional travel for training
What We Do
Baldwin Real Estate Corporation is a property management and real estate development company that specializes in owning and managing apartments for families, seniors, and individuals with disabilities. The company focuses on implementing customized strategies for effective and innovative management, striving to balance the requirements of residents and tenants with the investment goals of their clients to maximize portfolio performance.
