Job Title: RECEIVERSHIP COMMUNITY MANAGER
FLSA Classification
Exempt
Salary Grade/Level/Family/Range
[TBD]
Reports to
Receivership General Manager
Date
July 19, 2023
5TM ESSENTIAL VALUE CHARACTERISTICS
At 5TM We Are….
Driven To Excellence
A High-Performance Team of Engaged Leaders
Innovative Problem Solvers
Accountable & Own Our Results
Every Day We….
Job Description
Summary/objective
Under the direction of the Receivership General Manager, the Receivership Community Manager (RCM) is responsible stabilizing for all phases of property operations and team performance. The Receivership Community Manager must manage to the companies’ objectives and property operating budget, with the primary goals of increasing the cash flow, achievement of budget, maintaining the physical asset and providing a quality living environment with superb customer service for residents. This role will establish and maintain a positive and productive working relationship with the property’s team members and ensure the site is in compliance with all regulatory requirements. In addition, the RCM will train the Assistant Community Manager to assume all duties in the event of the RCM’s absence.
Essential functions
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Effectively demonstrates the skills required to manage the resident lifecycle (from applicant to move out.)
Accountable for leasing of units in compliance with site‘s approved tenant selection plan and achieving an occupancy standard.
Pre-qualify prospects. Secure deposit in accordance with the company procedures and Fair Housing requirement. Follow up with any qualified applicants who didn’t lease and attempt to close again. If unable to help prospects, refer them to sister communities.
Update availability report, process applications for approvals. (i.e., credit check, rental history, etc.) Submit processed applications to Compliance for approval. Follow up with applicants regarding status.
Leading team to achieve monthly collection goal.
Leading team to achieve monthly occupancy goal.
Schedule appointments and conduct in person visits as needed. Listen to resident requests, concerns and comments, refer them as appropriate.
Understanding Receivership Community Manager Scorecard Reports and timely accurate report submissions.
Immediate written documentation of resident, property and employee incidents with proper risk management procedures followed.
Prepares and maintains all emergency procedures and plans
Responsible for the preparation, analysis, and timely submission of all requested reports.
Continual review and maintenance of on-site prospect and resident files, ensuring that they are in compliance with 5MT’s, agency and regulatory standards.
Encourages opportunities to enhance team engagement by regularly recognizing team members, fostering communication and creating a team environment that inspires trust.
Completes all assigned training and development curriculum in a timely manner.
Ensuring properties are adhering to requirements outlined in Property Management Plan.
Lead and prepare materials for monthly Owner meetings in conjunction with property Senior Accountant.
Create, monitor and adjust the marketing plan for the portfolio.
Conduct market surveys and shop competitive communities.
Oversights of upkeep of the property curb appeal, annual inspection of apartments, market ready units, safety and preventative maintenance
Monitoring of work order system, including open work orders and preventative maintenance to ensure priority levels and timeline is met. Follow-up on service requests where necessary.
General clerical responsibilities include typing, filing, answering the telephone, ordering supplies and greeting residents and vendors
Preparing, copying, and distribution of notices, letters, and newsletters to residents.
Follow-up as needed on issues involving violations of building rules, resident policies or the occupancy agreement.
Scheduling and holding conferences with family and/or outside agencies and court appearances, when necessary.
Personal contact and follow-up within 48 business hours on complaints to minimize individual problems residents may have in their dealings with one another and integrating into the community.
Coordinate the provision of activities for the property with resident associations and groups; assess the needs and interests of residents; be knowledgeable about the activities and services available in the larger community. Engage residents to encourage a sense of community.
Effectively manage and review Resident Touchpoints on a regular basis and discuss with site team and leadership on feedback.
Monthly processing of subsidies including the generation, transmission and posting of HAP for HUD properties.
Prepare and submit request for owner draws, tenant rent adjustments and payment plans.
Monitoring of all revenue transactions and rent collection in accordance with 5TM’s policy and procedures to maximize income and property performance to meet or exceed budgeted income.
In conjunction with the Receivership General Manager, the RCM will assist in formulation of budgets for each upcoming calendar year and is responsible for staying within the established budget guidelines throughout the year
Provide written and verbal documentation of budget variances, develop and implement a plan to bring income and expenses back in line with budget.
Preparation and distribution of notice to quit for nonpayment of rent, cases for housing court, payment agreements and or evictions recommendations to Receivership General Manager.
Submissions of bad debt write-off, resident unpaid balances to Receivership General Manager and any required reporting.
Processing of monthly deposit accounting and move out process according to procedures.
Constant vendor/contractor communications concerning work scheduling, billings, vendor relations and certificates of insurance; responsible for approving and submitting all invoices to Corporate Office for payment.
Timely initiation, follow up and execution of re-certifications and or lease renewals including all notices to ensure timely completion. Enter data into Yardi and obtain signatures. Review with Receivership General Manager for accuracy.
Monthly auditing of 10% of all completed files for each property.
Compliance with Affirmative Fair Housing Marketing Plan, Regulatory Agreement, Funding Program Requirements and Federal State or Local Requirements.
Responsible for preparation and passing scores for MOR, local, state, federal audits or inspections. Minimum score of 80 for REAC inspections.
Competencies
Familiar with the HAP process up to and including the generation, transmission and posting of HAP for HUD properties
Strong Communication Proficiency (oral and written)
Leadership and Interpersonal skills: ability to influence others, build relationships, and work effectively with others in the organization
Customer service skills & the ability to create a customer focused culture
Strong Analytical skills; must have demonstrated strong problem solving and quantitative abilities
Strong financial/accounting skills
Ability to adapt to changing priorities
Teamwork Orientated
Time Management Skills
Knowledge of property management principals
Ability to read benchmark reports and discern areas of opportunity and create adjustments in appropriate areas
Ability to understand operational goals and create tactics and measurements required to meet/exceed the goals
Supervisory responsibilities
Property Staff
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Attend trainings, seminars, and conferences.
Available for emergencies, on call duties, resident functions and weekends as needed.
Work environment
Office based; Field work may be required
Physical demands
Lifting up to 50 pounds
Travel required
Periodic travel to properties in the 5T portfolio
Required education and experience
One or more current industry designations such as COS, LIHTC, ARM®, CPMC®, etc. required
Minimum four (4) Years of property management experience
High School Diploma
Affordable property management experience required for HUD/TC portfolio
Strong Microsoft Word, Excel, Outlook and Yardi or other industry software experience required
Must have valid State of Illinois leasing agent license
Valid driver’s license and car
Ability to work evenings & weekends as needed
Preferred education and experience
College degree
Five (5) or more years of property management experience
Knowledge of Chicagoland housing market
Knowledge of Federal Fair Housing Laws & Guidelines a plus
Knowledge of all regulatory programs and policies
Additional eligibility requirements
None
Work authorization/security clearance requirements
Employee must be legally authorized to work in the United States.
Affirmative Action/EEO statement
5T Management is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, religious dress or grooming, genetic information, national origin, sex, sexual orientation, pregnancy, childbirth, age, physical or mental disability, military or veteran status, or any other status protected by law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.
Confidentiality Statement
I acknowledge that the ability to access information that is highly confidential and sensitive is inherent to the job duties as indicated above. I agree to abide by all relevant company policies and procedures regarding the use and disclosure of any information, including that which may contain demographic information regarding residents and the company. I agree that within my job duties, all uses, disclosures and requests for any information shall be limited to that which is reasonably necessary to accomplish the intended purpose of the use, disclosure or request. I understand that disciplinary action will be imposed against me if I fail to comply with any company policy or procedure regarding access and disclosure of confidential or sensitive information 5TM reserves the right to revise the essential position functions as the need arises.
I acknowledge that I have reviewed this job description and I am able to fulfill these responsibilities. I also understand that this is not a contract or a legal document.