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This position is primarily responsible for effectively managing and coordinating people, activities and available resources in order to maximize the successful operation of the property, working with the upper management on company’s objectives, annual budget, and with corporate leadership to determine property operating objectives and plans to achieve them, developing the property team members to maximize performance, and taking a hands-on approach to any necessary duties to accomplish objectives as well as to facilitate the successful performance of others by performing the following duties personally or though subordinates.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Job Responsibilities: Responsible for performing your duties in accordance with current IHDA,DOC, HUD regulations, other regulatory agencies and procedures and to do so on a timely basis. The duties will include the following: Other duties may be assigned.
Answers incoming phone calls professionally and handle accordingly, whether the caller is a prospective resident, a resident, an internal Company team member, or a vendor.
In conjunction with the Maintenance Supervisor, conducts on-site safety meetings to discuss relevant policies and procedures and other relevant safety topics.
Initiates and manages all core business processes, including leasing, resident relations, marketing, maintenance, budgeting, accounts receivable, accounts payable, vendor relations, selection and recruitment, and team development.
Ensures office is opened on schedule and that office and model apartments are maintained in a clean condition.
Take applications, verify application information; determine eligibility and compute monthly rent and certify approved applicants.
Maintain application waiting list and controls; requests for unit; transfer and request for CHAC Section 8 , NSP, Chicago Low Income Trust Fund, for assistance
Notify applicants of approval, rejection , or cancellation of their applications.
Process move-ins including preparation, and execution of the subscription agreement, occupancy agreement, and appropriate addenda, rules and regulations, move-in inspection, utility transfer, etc.
Completes move-in/move-out inspections with residents.
Collect, record, transmit, and/or deposit funds collected.
Update real estate software program daily needed , collects, move-in/outs, transfer, concessions, notes, and work requests.
Maintain resident(s) files as directed; keep information confidential
Generate work request from residents in person or by telephone; maintain work order log; follow-up on work request to assure timely and satisfactory completion; file.
Record and notices to tenants for chargeable work request
Issue 5-day notice for non-payment of rent by the 6 th of each month unless, executed payment agreement has been establish
Prepare files and provide information to attorney or collection agency as directed; participate in court cases as required; file claims with attorney or small claims court, etc.as directed.
Conduct semi-annual and periodic unit inspections
Physically walks and inspects property on a daily basis, check on vacant apartments this includes interior/exterior of building.
Promptly notify Corporate/ Immediate Supervisor, and submit accurate incident reports and/ or claim in case of damage or injury to persons or property at the development.
Ensures that market surveys are conducted on a regular basis and that competition is shopped regularly.
Utilizes the market information to make strategic decisions for the success of the property.
Welcomes and shows prospective residents the property utilizing Company leasing techniques and expectations.
Maintain information about the property, the area, schools, etc. in an orderly manner and provide appropriate information to members and applicants.
Demonstrates leasing techniques to the leasing office team and communicate expectations.
Ensures daily safety logs are maintained.
Refer to the Vice President of Real Estate or designate corporate office staff any contacts from the media for interviews, comments, etc. about the property.
Communicates policy and procedure changes with residents and staff.
Must have reliable transportation for company errands, bank deposits and marketing.
Identifies existing and potential barriers to the successful accomplishment of property objectives and utilizing performance data, observation, and budgetary and other financial information and create solutions to those problems.
Creates a clear realistic vision for the property and effectively communicate expectations and a direction to the community team members.
Keeps abreast of industry, market, and seasonal trends to plan strategies to meet operational goals.
Holds regular staff meetings to communicate goals, progress toward goals and expectations and identify actions to achieve objectives.
Regulatory monitors individual team member performance and provide timely and constructive feedback.
Leads by example for community team members in the areas of resident communication, leasing, and telephone techniques.
Begins daily work quickly and independently.
Focuses on the completion of tasks and activities.
Takes a hands-on approach to any necessary duties to ensure the job is completed.
Seeks out and utilize available internal and external resources, such as sister properties, other Company team members, manuals and training guides, apartment association, etc. to meet goals and objectives.
Strives to meet resident needs and create win/win situations.
Follows through on resident problems to satisfactory resolution and communicate problems to any necessary party to facilitate resolution.
Regularly monitors resident satisfaction in person and through follow-up phone calls and utilizing Customer Satisfaction Surveys.
Identifies, interviews, and hires appropriate team members for the community team members.
Identifies strengths of team members and plan assignments accordingly to maximize team performance.
Performs on-site new team member orientation for all new team members within two (2) days of hire.
Conducts performance reviews for all team members after sixty (60) days of employment.
Uses performance counseling to correct and/or improve performance issues.
Supervises, trains, and leads community team members in order to achieve the operational goals of the company and the property.
Maintains an awareness of training resources available and encourage the development of team members.
Sets and upholds high standards of honesty for self and team members.
Able to be trusted with property assets and confidential resident and team member data.
Consistently and effectively communicates with the Regional Vice President and relevant teams regarding property performance.
Uses assertive communication techniques when dealing with internal and external customers.
Conducts themselves in a professional, business like manner.
Maintains relationships with residents, associates and vendors on a professional level at all times.
Directly supervises administrative assistance, janitorial staff, assistant property mangers in the Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
Written Communication - Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.
Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.
Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports affirmative action and respects diversity.
Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
Quantity - Completes work in timely manner; Works quickly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.
Initiative - Takes independent actions and calculated risks; Looks for and takes advantage of opportunities.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Certified Occupancy Specialist is a plus but not required but must be obtain within a year of employment with the organization
EDUCATION AND/OR EXPERIENCE:
Bachelor's degree (B. A.) from four-year college or university; or five years related experience and/or training; or equivalent combination of education and experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
To perform this job successfully, an individual should have knowledge of Accounting software; Contact Management systems; Database software; Design software; Development software; Human Resource systems; Internet software; Inventory software; Manufacturing software; Order Processing systems; Payroll systems; Project Management software; Spreadsheet software and Word Processing software.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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