Job Description

Job Description

Job Description

The Assistant Director of Property Management is primarily responsible for overseeing the performance of the complete company portfolio income producing residential, commercial, and administrative properties and ensure that properties are maintained in outstanding condition and the real estate investments achieve their expected revenues. The Assistant Director will also provide timely assistance to the Director of Property Management, Associate Director/Chief Housing Officer, the Housing Development Team, The Housing Services Team, the Housing Committee, Housing Services Subcommittee to ensure that the goals and values of the company are consistent throughout all facilities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Hire and supervise all Property Managers and Leasing Staff.
• Establish and maintain working relationships with all external property management companies and other vendors related to property management services including maintenance.
• Assist to develop and maintain Property Management policies and procedures for Leasing and Property Maintenance.
• Administer and supervise leasing staff with the preparation and execution of all leases.
• Oversee the leasing staff’s collection of rents from all Association housing units and contractual units, including security and pet deposits.
• Supervise Leasing Staff’s data entry of all work orders, rent and deposit collections into property management software, company cash receipts ledger.
• Provide approval and submission of all Property Management staff time sheets, including sick leave and vacation to the Human Resources Department.
• Supervise the posting/serving of tenant notices pertaining to 5-day notices, warnings of eviction and evictions, maintenance, and service notices in coordination with leasing procedures and policies.
• Preparation and supervision of tenant application process in compliance with all Fair Housing, city, county, state, and federal regulations.
• Preparation, supervision, and maintenance of wait lists for housing in compliance with all relevant Fair Housing, city state and federal regulations.
• Supervise the filing of evictions with the Tulsa County District Court.
• Coordinate vacancies for Permanent Supportive Housing units with Director of Property Management working toward community goals of ending and preventing homelessness for people with disabilities.
• Supervise and manage all Section 8 applicants including communications with Oklahoma Housing Finance Agency and Tulsa Housing Authority on inspection dates, leasing, renewals and rental payment increases.
• Manage collection and deposits of proceeds from all Association-owned laundry and vending machines, or any other source of income.
• Manage leasing of units to other non-profit community partners for purposes of ending and preventing homelessness or providing access for people with disabilities or those otherwise excluded from the housing market.
• Inspect property grounds and facilities to ensure that all properties are being maintained in excellent condition.
• Monitor Security at each site.
• Respond to unresolved tenant issues and all emergency situations as well as legal issues.
• Provide a detailed weekly report which summarizes the important activity of the week and identifies both short- and long-term goals.
• Co-lead, together with the Director of Housing Services, the weekly Leasing Department staff meeting, in the absence of the Director pf Property Management.
• Represent the Association as liaison to the Tulsa Apartment Association, Tulsa Area Fair Housing Partnership, and other community settings as necessary.

KNOWLEDGE, SKILLS & ABILITIES:

• Minimum 5 years’ experience in the multifamily property management industry.
• Exceptional ability to manage, delegate, supervise and lead multiple teams in a moderate to large size company.
• Excellent motivational, coaching and teaching capabilities.
• Excellent customer service, communication, and organizational skills.
• Excellent project management and time management skills.
• Extensive knowledge of Leasing and Property Management including regulatory requirements for Section 8, HOME, Federal Home Loan Bank, Low Income Housing Tax Credits, and others as required.
• Knowledge of Fair Housing, Landlord Tenant Act and Housing Quality Standards for compliance with City, County, State and Federal laws and regulations.
• Extensive experience in budgeting, planning and financial analysis.
• Strong oral and written communication skills
• Ability to manage several tasks and projects at the same time.
• Computer and software knowledge including Microsoft Office, Google, and property management software.
• Bachelor’s degrees required, advanced degree in business administration helpful. (BA, BS, MBA, MPA)

WORK CONDITIONS & PHYSICAL DEMANDS:

• Work is performed in climate-controlled office setting, were exposure to conditions of extreme. heat/cold, poor ventilation, fumes and gases is unlikely.
• Noise level is moderate and includes sounds of normal office equipment (printers, fax machine, phones, etc.)
• No environmental hazards are encountered in normal performance of job duties.
• Work requires a flexible work schedule due to internal and external meetings. Occasional travel may be required; must have reliable transportation.
• Ability to effectively communicate orally and in writing.
• Physical ability to move ten pounds occasionally.
• Visual and auditory ability to identify and respond to environmental and other hazards of the site and staff behavior.
• Physical mobility and endurance to perform tasks while standing/walking for long periods of time (60 minutes or more).
• Ability to safely and properly use office equipment.

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