Safer Foundation
Property Manager
Safer Foundation, Chicago, Illinois, United States, 60290
The Safer Foundation is a social service provider to individuals with arrest and conviction records. Through a full range of services, including case management, educational instruction and advocacy, we focus on preparing individuals for the world of work by helping them find and keep productive and meaningful employment.
General Summary :
The Property Manager is comprehensibly accountable for all property operations of the assigned real estate portfolio. The Property Manager is responsible for maximizing occupancy levels while maintaining adherence to Safer's values and mission. The Property Manager will train the Assistant Property Manager to assume all managerial duties in the event of the Property Manager's absence. The Property Manager is responsible for tenant relations, leasing vacant units, tenant engagement around lease re-certifications, property inspections, rent collections, evictions, budgets, and coordinating building maintenance. The Property Manager's immediate objective is to keep in compliance with the portfolio properties and improve all aspects of assets, including excellent customer service. The Property Manager will work closely with all Property Management staff to accomplish identified organizational goals. The Property Manager will supervise the Assistant Property Manager and Facilities Technician(s) and Janitor(s) assigned to their portfolio and be responsible for their daily work. The main location for the work of the Property Manager is the designated offices on the properties in their portfolio. The Property Manager will help prepare the annual property budget for the properties in their portfolio and diligently monitor ongoing expenses throughout the year, identifying opportunities for cost-savings, cost-management and financial stability of each property. Property Managers will work hand in hand with the Facilities staff to ensure excellence in housing standards for decent, safe and sanitary housing. Property Managers are on call 24hrs a day for emergencies.
The purpose of the Property Management Department is the management of the fiscal and physical aspects of the operation of Safer owned residential, commercial, and community properties. The Property Management Department is comprised of teams in Property Management and Facilities who work in conjunction with Asset Management and Real Estate Development, Acquisition and Construction Departments.
Performance Results Description
The Position is properly performed when all essential duties and responsibilities are executed by following the Safer Values.
Exceeding Expectations, Communication and Collaboration, Integrity and Evidence Based Innovation.
Essential Duties and Responsibilities
Stakeholder InterfaceMaintain effective tenant relations with all tenants to ensure they are aware of their lease obligations and responsibilities.Resolve tenant issues, concerns, disputes as needed and document in Property Management software.Prepare notices for residents in regard to upcoming meetings, access to units, inspections, and general building notices.Promote rental housing opportunities through the timely development and distribution of marketing materials.Assist in the development and implementation of the marketing plans for Safer's rental housing opportunities.Maintain, enforce and update (as necessary) all required rental housing rules and polices and procedures.Promptly issue and meet with tenants to discuss lease violations.Coordinate all pest related issues including attending and monitoring treatment processes.Coordinate Move-In and Move-out inspections.Communicate to applicants on Safer's waiting list to bring vacancy rate at 95% occupancy rate. Mail out cancelation and rejection notices of non-approved applicants. Ensure to send questionnaires, request to return verification information to verify the income and assets for applicants.Inform legal counsel to initiate eviction process and closely monitor legal process.Direct and coordinate work orders of Facilities Technicians.Submit work orders in Property Management Software, and then ensure all work orders are completed and charged to tenants (when necessary) accordingly.The Property Manager will complete any pertinent safety checklists with Facilities staff.Physically walk and inspect real estate portfolio on a regular basis; including checking on vacant apartments.Update vacancy board indicating vacancy status on a daily basis. Coordinate with Facilities and make-ready staff to ensure timely turnover of units after move-out.Work closely with Facilities Director to monitor and schedule all maintenance activity.Welcome and show units to prospective new applicants. Also, handle incoming phone calls from prospective new applicants and complete appropriate paperwork.Stakeholder Outreach and Recruitment
Hold Property Meetings with tenants at least quarterly regarding building issues, management updates, and seasonal changes. Invite presentations from other Safer and Community services/ departments.Represent Safer and actively market Safer's housing opportunities at workshops, housing fairs, and other public events.Tracking, Document and Reporting
Maintain updated tenant contact information in Property Management Software.Efficiently use the new property management software for day-to-day operations, including tenant management, lease administration, and maintenance tracking.Accurately enter and maintain property data within the software, ensuring all information is up-to-date and correct.Prepare all lease documentation in advance after approval from Asset Management. Set up date and time to sign lease. Explain all lease rules, building rules, and lease riders to all households of age 18 and over.Periodically performs inspections of properties and place work order for any work needed or required.Prepare lease violation letters to tenants that breach lease, building rules, lease riders or other similar violations.Provide as much information as possible and highlight areas that tenants failed to comply with their lease and/or rules.Keep inventory of keys for properties and parking lot parking space assignments and permits issued (if any).Ensure that tenant files are completed accurately and in a timely manner.Conducts lease signing with tenants for renewals, new move-ins and recertifications.Keep up-to date with developments in the field of compliance and regulatory requirements for properties.Prepare and have approved lease violations and/or 30 day and /or 10-day notices for non-compliance with terms of leases.Update Property Management Software with Lease, Lease signing dates, and Lease Addendum's/Riders and Ensure compliance with the City of Chicago Residential Landlord Tenant Ordinance.Review the Tenant Income certification (TIC) forms drafted prior to lease-up.Monitor tenant ledgers for delinquency.Update tenant accounts with subsidies as assigned by subsidy agencies.Document all vacancies and make ready units in Property Management software.Reports all liability and property incidents to AVP Property Management immediatelyFiscal Reporting and Accountability
Participate in training sessions to become proficient in the new software and provide support to team members as needed.Inspect available vacancies and work with Facilities to create scope of work needed to prep for occupancy.Develop and maintain working knowledge of Chicago Landlord Tenant Ordinance, Fair Housing law, and regulatory agreements with financial supporters, including but not limited to, programs with the City of Chicago Department of Housing (DOH), Illinois Housing Development Authority (IHDA), HUD, CHA, CLIHTF, LIHTCs, financial institutions, and other sources of renter subsidies and affordable rental financing.Serve 30-day notices by the 5th of each month for all tenants with rents not paid.Review tenant ledgers with AVP Property Management for discrepancies and adjust, as necessary. Prepare documentation to initiate legal proceedings for eviction and/or collections of tenants who fail to pay rent and/other charges, for lease violations, or other characteristics.Supervision of People
Directly supervise the Property Management Assistant, ensuring they are properly trained and supported in managing daily administrative tasks, tenant communications, and Yardi Breeze Premium.Provide general supervision and direction to janitorial and maintenance staff assigned to the properties, ensuring tasks are completed in a timely, efficient, and high-quality manner.Conduct regular meetings with the janitorial and maintenance teams to review progress, set priorities, and address any concerns related to building maintenance, cleanliness, and safety.Evaluate the performance of all direct reports, providing constructive feedback and 1/1 meetings to foster professional growth and improve job performance.Ensure compliance with all Safer policies and procedures by the team, including health and safety standards, property maintenance protocols, and tenant rules and guidelinesHandle any personnel issues that arise, such as scheduling, conflicts, and performance concerns, with the support of Human Resources.Required Knowledge, Skills and Abilities:
Must have or be able to obtain an Illinois Residential Leasing License within 120 days of employment.Public Housing rental housing guideline knowledge or the ability to obtain the RIM Public Housing Rent Calculation designation preferred.Hands-on experience and self-sufficiency with Microsoft productivity tools, including Outlook (for email), Office (Word, PowerPoint, Excel), and online collaboration tools (video conferencing, Zoom/Teams, messaging).Excellent written and oral communications skills; demonstrated public presentation skills.Highly motivated and demonstrated ability to work independently as well as part of a team.Consistent attention to detail.Willingness to work flexible hours as needed; evenings and weekends required.Access to reliable transportation, valid driver's license, and ability to travel within the metropolitan area.Must be able to lift and carry objects weighing up to 50 lbs, and must be able to stand and walk for extended periods, including climbing stairs throughout the portfolio.Comprehensive knowledge of LIHTC regulations and compliance requirementsAchievement of 5% vacancy rate as maximum for entire portfolio.Timely, quality production of compliance reports, marketing materials and other documents, including those that KPIs that are required daily, weekly, monthly, and quarterly.Achievement of 95% collection of rent on time.Effective management of property budget created.Achievement of positive cash flow for entire portfolio.
Education and Experience:
Bachelor's Degree is preferred, plus experience in property management, asset management, affordable housing, non-profits and/or community development.
Licenses and or Certifications:
Preferred certifications: (1) Low Income Housing Tax Credit Compliance Specialist, (2) Certified Occupancy Specialist, (3) Blended Occupancy Specialist, and (4) Fair Housing & Affirmative Marketing Certification.
Certified Occupancy Specialist/Tax Credit Specialist, Blended Occupancy Specialist Certifications highly preferred, but not required.
Safer Foundation is a drug-free workplace.
Equal Opportunity Employer/Affirmative Action/Minorities/Females/Veterans
www.saferfoundation.org
No Phone Calls Please
General Summary :
The Property Manager is comprehensibly accountable for all property operations of the assigned real estate portfolio. The Property Manager is responsible for maximizing occupancy levels while maintaining adherence to Safer's values and mission. The Property Manager will train the Assistant Property Manager to assume all managerial duties in the event of the Property Manager's absence. The Property Manager is responsible for tenant relations, leasing vacant units, tenant engagement around lease re-certifications, property inspections, rent collections, evictions, budgets, and coordinating building maintenance. The Property Manager's immediate objective is to keep in compliance with the portfolio properties and improve all aspects of assets, including excellent customer service. The Property Manager will work closely with all Property Management staff to accomplish identified organizational goals. The Property Manager will supervise the Assistant Property Manager and Facilities Technician(s) and Janitor(s) assigned to their portfolio and be responsible for their daily work. The main location for the work of the Property Manager is the designated offices on the properties in their portfolio. The Property Manager will help prepare the annual property budget for the properties in their portfolio and diligently monitor ongoing expenses throughout the year, identifying opportunities for cost-savings, cost-management and financial stability of each property. Property Managers will work hand in hand with the Facilities staff to ensure excellence in housing standards for decent, safe and sanitary housing. Property Managers are on call 24hrs a day for emergencies.
The purpose of the Property Management Department is the management of the fiscal and physical aspects of the operation of Safer owned residential, commercial, and community properties. The Property Management Department is comprised of teams in Property Management and Facilities who work in conjunction with Asset Management and Real Estate Development, Acquisition and Construction Departments.
Performance Results Description
The Position is properly performed when all essential duties and responsibilities are executed by following the Safer Values.
Exceeding Expectations, Communication and Collaboration, Integrity and Evidence Based Innovation.
Essential Duties and Responsibilities
Stakeholder InterfaceMaintain effective tenant relations with all tenants to ensure they are aware of their lease obligations and responsibilities.Resolve tenant issues, concerns, disputes as needed and document in Property Management software.Prepare notices for residents in regard to upcoming meetings, access to units, inspections, and general building notices.Promote rental housing opportunities through the timely development and distribution of marketing materials.Assist in the development and implementation of the marketing plans for Safer's rental housing opportunities.Maintain, enforce and update (as necessary) all required rental housing rules and polices and procedures.Promptly issue and meet with tenants to discuss lease violations.Coordinate all pest related issues including attending and monitoring treatment processes.Coordinate Move-In and Move-out inspections.Communicate to applicants on Safer's waiting list to bring vacancy rate at 95% occupancy rate. Mail out cancelation and rejection notices of non-approved applicants. Ensure to send questionnaires, request to return verification information to verify the income and assets for applicants.Inform legal counsel to initiate eviction process and closely monitor legal process.Direct and coordinate work orders of Facilities Technicians.Submit work orders in Property Management Software, and then ensure all work orders are completed and charged to tenants (when necessary) accordingly.The Property Manager will complete any pertinent safety checklists with Facilities staff.Physically walk and inspect real estate portfolio on a regular basis; including checking on vacant apartments.Update vacancy board indicating vacancy status on a daily basis. Coordinate with Facilities and make-ready staff to ensure timely turnover of units after move-out.Work closely with Facilities Director to monitor and schedule all maintenance activity.Welcome and show units to prospective new applicants. Also, handle incoming phone calls from prospective new applicants and complete appropriate paperwork.Stakeholder Outreach and Recruitment
Hold Property Meetings with tenants at least quarterly regarding building issues, management updates, and seasonal changes. Invite presentations from other Safer and Community services/ departments.Represent Safer and actively market Safer's housing opportunities at workshops, housing fairs, and other public events.Tracking, Document and Reporting
Maintain updated tenant contact information in Property Management Software.Efficiently use the new property management software for day-to-day operations, including tenant management, lease administration, and maintenance tracking.Accurately enter and maintain property data within the software, ensuring all information is up-to-date and correct.Prepare all lease documentation in advance after approval from Asset Management. Set up date and time to sign lease. Explain all lease rules, building rules, and lease riders to all households of age 18 and over.Periodically performs inspections of properties and place work order for any work needed or required.Prepare lease violation letters to tenants that breach lease, building rules, lease riders or other similar violations.Provide as much information as possible and highlight areas that tenants failed to comply with their lease and/or rules.Keep inventory of keys for properties and parking lot parking space assignments and permits issued (if any).Ensure that tenant files are completed accurately and in a timely manner.Conducts lease signing with tenants for renewals, new move-ins and recertifications.Keep up-to date with developments in the field of compliance and regulatory requirements for properties.Prepare and have approved lease violations and/or 30 day and /or 10-day notices for non-compliance with terms of leases.Update Property Management Software with Lease, Lease signing dates, and Lease Addendum's/Riders and Ensure compliance with the City of Chicago Residential Landlord Tenant Ordinance.Review the Tenant Income certification (TIC) forms drafted prior to lease-up.Monitor tenant ledgers for delinquency.Update tenant accounts with subsidies as assigned by subsidy agencies.Document all vacancies and make ready units in Property Management software.Reports all liability and property incidents to AVP Property Management immediatelyFiscal Reporting and Accountability
Participate in training sessions to become proficient in the new software and provide support to team members as needed.Inspect available vacancies and work with Facilities to create scope of work needed to prep for occupancy.Develop and maintain working knowledge of Chicago Landlord Tenant Ordinance, Fair Housing law, and regulatory agreements with financial supporters, including but not limited to, programs with the City of Chicago Department of Housing (DOH), Illinois Housing Development Authority (IHDA), HUD, CHA, CLIHTF, LIHTCs, financial institutions, and other sources of renter subsidies and affordable rental financing.Serve 30-day notices by the 5th of each month for all tenants with rents not paid.Review tenant ledgers with AVP Property Management for discrepancies and adjust, as necessary. Prepare documentation to initiate legal proceedings for eviction and/or collections of tenants who fail to pay rent and/other charges, for lease violations, or other characteristics.Supervision of People
Directly supervise the Property Management Assistant, ensuring they are properly trained and supported in managing daily administrative tasks, tenant communications, and Yardi Breeze Premium.Provide general supervision and direction to janitorial and maintenance staff assigned to the properties, ensuring tasks are completed in a timely, efficient, and high-quality manner.Conduct regular meetings with the janitorial and maintenance teams to review progress, set priorities, and address any concerns related to building maintenance, cleanliness, and safety.Evaluate the performance of all direct reports, providing constructive feedback and 1/1 meetings to foster professional growth and improve job performance.Ensure compliance with all Safer policies and procedures by the team, including health and safety standards, property maintenance protocols, and tenant rules and guidelinesHandle any personnel issues that arise, such as scheduling, conflicts, and performance concerns, with the support of Human Resources.Required Knowledge, Skills and Abilities:
Must have or be able to obtain an Illinois Residential Leasing License within 120 days of employment.Public Housing rental housing guideline knowledge or the ability to obtain the RIM Public Housing Rent Calculation designation preferred.Hands-on experience and self-sufficiency with Microsoft productivity tools, including Outlook (for email), Office (Word, PowerPoint, Excel), and online collaboration tools (video conferencing, Zoom/Teams, messaging).Excellent written and oral communications skills; demonstrated public presentation skills.Highly motivated and demonstrated ability to work independently as well as part of a team.Consistent attention to detail.Willingness to work flexible hours as needed; evenings and weekends required.Access to reliable transportation, valid driver's license, and ability to travel within the metropolitan area.Must be able to lift and carry objects weighing up to 50 lbs, and must be able to stand and walk for extended periods, including climbing stairs throughout the portfolio.Comprehensive knowledge of LIHTC regulations and compliance requirementsAchievement of 5% vacancy rate as maximum for entire portfolio.Timely, quality production of compliance reports, marketing materials and other documents, including those that KPIs that are required daily, weekly, monthly, and quarterly.Achievement of 95% collection of rent on time.Effective management of property budget created.Achievement of positive cash flow for entire portfolio.
Education and Experience:
Bachelor's Degree is preferred, plus experience in property management, asset management, affordable housing, non-profits and/or community development.
Licenses and or Certifications:
Preferred certifications: (1) Low Income Housing Tax Credit Compliance Specialist, (2) Certified Occupancy Specialist, (3) Blended Occupancy Specialist, and (4) Fair Housing & Affirmative Marketing Certification.
Certified Occupancy Specialist/Tax Credit Specialist, Blended Occupancy Specialist Certifications highly preferred, but not required.
Safer Foundation is a drug-free workplace.
Equal Opportunity Employer/Affirmative Action/Minorities/Females/Veterans
www.saferfoundation.org
No Phone Calls Please