Floating Property Manager

Job Description

Job Description

Summary Duties and Responsibilities:

The Floating Property Manager will be responsible for overseeing the operation and provide coverage in the absence of the designated Property Manager. This involves the ability to travel to various properties, working directly with Property Managers on lease-up initiatives, re-certifications, and to ensure their timely and thorough executions. The Floating Property Manager will also deliver property orientation and onboarding programs, leading special projects, activities, and assist in various other operational needs. The Floating Property Manager is responsible for managing and coaching their team members to deliver exceptional customer service and performance.

The Floating Property Manager also works with Human Resources to ensure that all employees are treated consistently, fairly and following NHI policy.

Essential Functions and Work Duties:

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.

Maintain Property

• Work closely with the District Director, Area Manager, Property Manager, and the on-site team to ensure that the integrity of the physical structure of each property adheres to HPM On-site Operations Manual .

• Manage all property accounting functions related to resident delinquent accounts, resident receivables, and petty cash.

• Ensure correct accounting for all site money including petty cash and resident charges.

• Validate and process all invoices and submit them to Accounting for payment according to HPMC policies and procedures.

• Perform property site audits and report outcomes to senior management.

• Assist the Area Manager and Property Manager with the organization and execution of property lease-up initiatives and re-certifications to meet compliance and company guidelines. Provide support with compliance audits as needed.

Achieve Strong Fiscal Performance

• Perform procedural audits of HPM ledger transactions (e.g., Section 8) to ensure compliance with accounting procedures; identify and support staff training needs as appropriate.

• Collect rents, security deposits, and follow Section 6 – Rent Collection Procedures.

• Lead planning and lease-up activities for new properties including marketing, communications, and management of the lease-up team.

• Assist Area Manager and District Director with annual budget preparation and monitor the fiscal status of the property accordingly.

• In cooperation with the Area Maintenance Manager, assist respective Area Manager with planning and execution of large-scale capital improvement projects.

Achieve Solid Regulatory Compliance

• Obtain all required program certifications and stay current with compliance and regulatory requirements (e.g. Fair Housing, HUD, TCAC, COS) and ensure property and staff are in strict compliance.

• Complete annual and interim re-certifications accurately and on schedule.

• Assist with completion of Housing Division and other property inspections.

• Coordinate and supervise activities/team members to prepare for REAC inspections, including follow-up efforts as appropriate.

• Maintain property files following regulatory guidelines and HPMC policies and procedures.

Facility Management and Maintenance

• Coordinate and execute periodic interior and exterior preventative maintenance inspections with the assistance of the Area Maintenance Manager and on-site maintenance team. Maintain proper documentation of these unit-by-unit inspections.

• Conduct daily physical site inspections/walk-throughs of property to identify maintenance or safety issues in need of correction, including landscaping needs, and maintain tour-ready property curb appeal.

• Initiate maintenance work orders and monitor repair status to ensure all work orders are completed and documented efficiently and on time.

• Ensure the efficient turnover of vacant units following the HPM Make-Ready guidelines in the HPM On-site Operations Manual

• Ensure property complies with fire and safety code, hazardous materials regulations, OSHA, and HPMC quality specifications.
• Maintain an updated map of the location of all utility routing and cut-offs including water, gas, sewer electrical, telephone, internet, and television or dish cabling.

Risk Management

• Ensure the security and confidentiality of all resident HPMC files and documents

• Work with maintenance staff to remediate any safety hazards on property.

• Ensure fire extinguishers are regularly inspected and in good working order.

• Complete all property incident reports and follow HPMC Incident Reporting procedures.

• Complete all worker compensation accident reports and follow NHI reporting procedures.

Resident Relations/Management

• Orient new residents to the building, grounds, policies, and procedures. Enforce resident lease and house rules.

• Maintain standard business operating hours and assist HPM team with handling emergencies. Ensure self and staff are available as needed.

• Respond effectively to tenant complaints and provides timely problem resolution.

• Process evictions in compliance with regulatory guidelines, court orders and/or upon direction by District Director.

• Attend and participate in activities, meetings, regulatory agency training, inspections, etc. as required.

Employee Supervision/Management

• Participate in staff hiring decisions and introduce new employees to site operations.

• Provide regular performance feedback to direct reports.

• Hire, onboard, train, supervise, and coach direct report staff to deliver exceptional customer service and optimal performance.

• Maintain Staff Scheduling, e.g. Approve timesheets and provide portfolio coverage as needed for any staff vacancies (i.e., leaves, vacations). Assign coverage as needed.

• Assess the performance of direct report staff at incremental milestones; mentor and support career development.

• Coordinate communications and training efforts related to all updated policies and procedures.

• Work directly with the Property Manager and Human Resources to ensure that all employees are treated consistently, fairly, and following HPM policy.

• Nurture working relationships to ensure a positive, team-oriented work environment that is inclusive to all staff.

Marketing

• Market units following the approved marketing plan.

• Provide support with market research; participate in developing property leasing/marketing strategies.