PAY RANGE/GRADE: commensurate with experience/Grade 10
ESSENTIAL FUNCTIONS: The Property Management Director plans, directs, coordinates and oversees the day to day operations, management and service delivery systems, procedures and overall effective and efficient functioning of property management including, leasing, occupancy, compliance, internal control systems, documentation, enforcement of house rules and lease provisions, maintenance, security, tenant issues and community relations for all properties under Bickerdike’s management and acts as a principal liaison with the Asset Management Director and the Community Engagement and Organizing Director. In all instances the Property Management Director must perform in accordance with and be committed to the Bickerdike mission.
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 persons with disabilities. While performing the duties of this job, the employee is regularly required to talk, hear, sit, use hands and arms, stand, walk, lift and or move up to 30 pounds.
Provide direct supervision, evaluation and direction to Property Managers, Secretaries, Maintenance Manager, Compliance Manager and Security Manager, and ensure appropriate supervision of all staff who report to them. Carryout the recruitment, screening, training and orientation of new staff and ensure the adherence to all company directives as delineated in the manual of operations and policies and elsewhere.
Oversee, ensure and establish systems as needed for the effective operations of all aspects of the property management department, and negotiate and manage all procurement policies and procedures and administer contracts.
Oversee and ensure the effective financial management, fiscal health and solvency of each of the properties including but not limited to: preparation of budgets for each project with appropriate accounting, asset management and department staff, administer internal control systems, monitor income and expenses for each property to ensure conformity with budgets, monitor rent rolls, tenant collections, tenant delinquencies, bad debt, billings for tenant damages, rent loss due to vacancies, annual rent increases, invoice approval, petty cash requests, monthly HAP/ TRACS submissions and other subsidy billings, special claims, adjustments, utility surveys, approval of invoices, approval and monitoring of petty cash/check requests, and signing checks under $5,000 for Bickerdike managed properties.
Oversee, coordinate and ensure that all policies and procedures related to leasing and occupancy are adhered to in a consistent fashion including but not limited to: compliance with all facets of tenant selection plans, fair marketing plans, income guidelines, various subsidy rules and guidelines, tenant screening, tenant leases, lease renewals, tenant certifications and re-certifications, annual home inspections, move-ins and move-outs and unit transfers. Regularly monitor and analyze vacancy, turnover and time vacant reports, and make recommendations for changes in policies and procedures to maximize our leasing and occupancy outcomes.
Oversee and ensure all matters relating to compliance as required by regulatory and funding entities, including but not limited to: completion of all required reports, maintenance of all required and appropriate information and documents in tenant files and rent rolls, processing of recertification forms/renewal of leases, coordination and staffing of all funder management review/inspections and building inspections ensuring annual unit inspections, physical condition of the properties, and equipment inventory and control. Maintain working knowledge of HUD, IHDA, CHA, and other regulatory guidelines and requirements. Act as liaison and facilitate coordination with Bickerdike asset management staff.
Oversee and ensure, establishing systems as needed, monitoring of lease compliance and pursuit of appropriate actions for lease non-compliance including but not limited to: tenant collections and delinquencies, serving of five (5) day notices, negotiation of payment plans when appropriate, lease terminations and lease non-renewals, and act as a back up for serving of eviction notices as needed.
Oversee, coordinate and establish systems as needed to ensure effective waiting lists for each of the properties including but not limited to: sufficient pool of applicants, effective wait list data management system, accurate and up to date status information, ongoing tracking of move-ins, move outs and transfers, all aspects of the annual updating process and all aspects related to wait list re-openings.
Oversee and ensure the effective operations of all aspects of property management maintenance including but not limited to a comprehensive property preventive maintenance and upkeep program, responsive work order system, 24 hour emergency on call systems, protocol and system for outsourcing of work, and an effective, proactive team that works together to achieve property objectives and ensure that all properties are kept clean, safe, sanitary and in good repair.
Ensure effective and efficient systems and operation for vacant unit preparation for re-leasing which ensures minimal turnover time, and maximizes occupancy and rental revenue for each development, and recommend changes in procedures when needed and/or appropriate.
Oversee, coordinate, carry out and develop systems as needed for all building and unit inspections from all inspection sources (REAC, IHDA, CHA, City of Chicago Building Department, other government, funder, etc.) including advance physical preparation, day of and follow-up of items resulting from the inspection process, court appearances and ensuring successful inspection outcomes.
Oversee and manage effective key control systems for all properties, buildings and units.
Oversee, carry-out and ensure tenant related matters, community relations and communications are addressed including, but not limited to: tenant complaints, neighbor complaints, community relations regarding Bickerdike units, security matters, law enforcement and CAPS, inspections, building improvements, emergencies, and tenant relocation (as applicable).
Oversee and ensure Bickerdike’s security program to ensure effective delivery of security services on and around Bickerdike properties both generally and in addressing specific security related matters.
Oversee and ensure that all issues and matters which are pertinent to the management of Coop units are proactively addressed through good planning and systems including but not limited to: all items related to the Coop boards of directors, board training needs, staff training needs, and Coop financial and operations issues.
Maintain working knowledge of all requirements of the Illinois Real Estate License Act of 2000, as amended, and ensure compliance with the Act, including but not limited to all licensing, compliance matters, reporting, and licensee related matters.
Maintain working relationships and communications with HUD, IHDA, CHA, and all third-party vendors, and maintain current knowledge of guidelines, policies and procedures for HUD, IHDA, DOH, CHA, Low Income Housing Tax Credit, and all other subsidy programs utilized in Bickerdike housing.
Oversee, coordinate and ensure optimal deployment and utilization of the integrated multifaceted capabilities of our data management information systems for property management (OneSite) in coordination with the Technology Manager.
Represent the property management perspective and effectively communicate property management needs in interdepartmental meetings with asset management and development staff for new projects and redevelopment.
Maintain, coordinate and ensure paper and electronic document archive system for all property management documents including all government, subsidy, management, and partnership related documents and contracts, and ensure all required reporting is carried out and submitted to partners, governmental agencies and others as appropriate.
Staff the Rental Housing Steering Committee and staff and/or ensure staffing of its sub committees: Selection, Appeals, House Rules, as appropriate.
Confer with, strategize and keep the Chief Operating Officer (COO) informed of all pertinent matters related to the broad spectrum of property management. This responsibility also pertains to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO), where applicable.
Perform other relevant duties as assigned.
QUALIFICATIONS: Bachelor’s degree and minimum of 5 years of related work experience required. Experience managing Section 8 property preferred. Must have or be willing to obtain real estate license. Good communication, writing, organizational and interpersonal skills necessary. Must be willing to work flexible hours and be on-call. Must have access to a car, valid driver’s license and proof of insurance for field work. West Town, Humboldt Park, Logan Square, Hermosa and Avondale residents preferred.
REPORTING RELATIONS: The Property Management Director reports to the COO and is expected to work with minimal supervision and to make key decisions in consultation with the COO.
Through mission-driven affordable housing development and preservation, property and asset management, economic development with a focus on jobs, comprehensive community building and grassroots leadership development, Bickerdike improves the quality of life for, and with, low and moderate income residents and the neighborhoods in which they live.For over 47 years, we have been a member based, nonprofit community development corporation working for the development of communities on the northwest side of Chicago, by and for the low and moderate-income people who live in these areas.2013 Annual ReportWe enrich and protect teh communities of West Town, Humboldt Park, Logan Square, Avondale and Hermosa through housing development and preservation, economic empowerment, and leadership development and organizing.We are deeply dedicated to preserving the ethnic and cultural character of our neighborhoods, while improving the economic conditiions of the community. We carry out our mission by: Providing quality affordable housing Struggling against gentrification and displacement Promoting economic development by creating and preserving jobs Advocating for additional resourcesIn... all of our endeavors, we are committed to the principles of honest, openness, democratic process, education, involvement and empowerment of community residents building self-worth, self-respect, and pride.