MUTUAL HOUSING MANAGEMENT

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1 J O B D E S C R I P T I O N Job Title: Location: Department: Reports To: FSLA Status: Director of Property Management Sacramento Property Management Chief Executive Officer Exempt (professional) Updated: 02/11/2013 S U M M A R Y Mutual Housing Management is a start up property management firm, a pending 501c4 California corporation, affiliated with Mutual Housing California. Mutual Housing Management will provide professional property management services to Mutual Housing California s 16 affordable multifamily properties (currently 946 housing units), and new properties added in the future. The mission of Mutual Housing Management is to be an exceptional steward of our portfolio of multifamily housing properties to support long term sustainability. The Director of Property Management will manage this start up venture, guided by the Mutual Housing Management Business Plan. Prior to managing any properties, the Director of Property Management will recruit initial employees and finalize property management policies, procedures, documents and forms. The Director of Property Management will oversee the business aspects of Mutual Housing Management and ensure that mutual housing properties are provided with high quality, professional property management services in line with the Mutual Housing mission and culture and lender and regulatory requirements. The Director of Property Management will work closely with Mutual Housing Management s management team and serve as a member of that team. Mutual Housing places a high value on transparency, accountability for results, and effective collaboration. E S S E N T I A L D U T I E S A N D R E S P O N S I B I L I T I E S Organization Development & Management 1. Develop, implement and monitor organizational budget and actual performance. 2. Produce, review and refine fundamental operating policies, procedures and standards to be adopted by the company at each property. 3. Develop, maintain, enforce and recommend updates to the Mutual Housing Management Operations Policy and Procedures Manual. 1 P age

2 4. Participate in and monitor long range strategic planning initiatives, set annual performance goals, and update business plan annually, as appropriate. 5. Ensure adequate and timely organization insurance renewals/coverage. 6. Design and refine standard reporting formats for internal and external reporting. 7. Ensure compliance with operations policies and procedures. 8. Ensure compliance with fair housing/affirmative marketing regulations and internal goals. 9. Coordinate contractual relationships with vendors and strive to ensure cost effective procurement in accordance with organizational policies and program requirements. 10. Negotiate contracts with third party property inspector and third party LIHTC file compliance monitoring firm 11. Ensure compliance with personnel policies and procedures. Human Resources 1. Develop job descriptions and position requirements for subordinate positions. 2. Conduct annual performance and salary reviews of direct reports and ensure timely, thorough and consistent review of site staff by the portfolio supervisors. 3. Maintain property management hiring pipeline; promotion and recognition of personnel. 4. Ensure that employees are provided with relevant training and continuing education. Property Management 1. Develop and annually review and recommend changes to the Management Plans of each property, including its annual operating budget, staffing plan, compliance monitoring plan, contracts, leases, marketing program and preventative maintenance plan. 2. Ensure timely payment of bills, monitor rent collection and review overall performance of the portfolio, investigating unusual results as necessary. 3. Review property budget to actual performance for each property monthly. 4. Review all draft property financial audits. 5. Anticipate and identify property capital improvements and replacements. 6. Oversee marketing strategies of portfolio and lease up strategies for new developments. 7. Coordinate relationships with funding and regulatory partners, and have an understanding of all project loan and regulatory agreements, and keep abreast of the latest program regulations and reporting requirements. Ensure and oversee compliance with all funder and regulatory agreements. Funding and regulatory partners include, but are not limited to US Department of Human and Urban Development, California Tax Credit Allocation Committee, California Department of Housing & Community Development, USDA Rural Development, Federal Home Loan Bank, California Housing & Finance Agency and local housing authorities. 2 P age

3 8. Responsible for adherence to all fire/life safety, environmental laws and regulations, fair housing access laws, and other relevant state laws and regulations at all managed properties. 9. Oversee rent management systems, including establishing rents at levels appropriate to the market and property program restrictions, developing and overseeing systems for effective collection and management of the rent roll and developing and managing systems for collections. 10. Ensure vacant units are turned and re rented in accordance with policies, budgets and directives. Ensure the adequate and proactive maintenance and compliance of each property through periodic visits and inspections. 11. Maintain and recommend updates to building materials specifications manual for use in replacement of existing properties and new construction. Communications 1. Attend board meetings, presenting information and reports as necessary. 2. Participate in weekly management team meetings. 3. Create reports to executive staff and Board of Directors summarizing property financial and operational performance. 4. In concert with Mutual Housing community organizers, develop and coordinate on site staff training programs and meetings to ensure ongoing collaboration between site staff and community organizers. 5. Maintain professional relationships with residents, resident councils, and external stakeholders. 6. Review and provide input into operating budgets and reserves, management fees, quality of planned rehabilitation and designs of new Mutual Housing communities. 7. Create and regularly administer resident satisfaction surveys. Other Duties 1. Participate in advocacy and fundraising activities. 2. Other duties as assigned. S U P E R V I S O R R E S P O N S I B I L I T I E S The Director of Property Management supervises Portfolio Supervisors and Administrative Assistants. QUALIFICATIONS At least 10 years experience in property management, at least five years of which was as a portfolio supervisor or director of property management in affordable housing. BA degree. 3 P age

4 Working knowledge of applicable local, state and federal housing laws, including fair housing and landlord/tenant law. Experience managing affordable housing developments, including those financed through HUD, HCD, Low Income Housing Tax Credits, USDA Rural Development, tax exempt bonds, tax increment, and Federal Home Loan Bank AHP program. Prefer experience managing Mobile Home Park Resident Ownership Program properties. Experience generating property budgets and ability to review financial statements for both multi family housing properties and organization level budgeting. Experience directly managing and supervising site level management and maintenance employees of multifamily properties. Strong computer skills, including word processing, databases, spreadsheets and a knowledge of and experience with property management software. High level of organization and the ability to complete complex tasks with minimal supervision. Excellent communication skills, both written and verbal. Demonstrated ability to provide leadership as a member of senior management team. Ability to combine strategic policy and planning perspective with attention to details, controls and other micro concerns. Demonstrated commitment to working with poverty issues, accessible and affordable housing, green operations, and the Mutual Housing mission. Exposure to and familiarly with resident services and programs. Proven ability to work sensitively and effectively with diverse populations, including people with mental and physical disabilities. P R E F E R R E D Q U A L I F I C A T I O N S Certified Property Manager (CPM ) or similar certification CA Brokers license MBA, MPA, MNA or an MA or BA in real estate management YARDI experience Experience with reporting directly to nonprofit boards of directors and committees. Experience working with resident councils. Exposure to and familiarity with community organizing principles and practices. Membership or affiliation with industry groups, such as IREM, NAHMA, CHAM or ULI A C C O U N T AB I L I T Y Under minimal supervision, exercises independent discretion in performance of most job responsibilities. Exercises considerable latitude; work is reviewed to determine if objectives were accomplished. 4 P age

5 Objectives are reviewed by top management to ensure alignment with goals. Establishes project objectives and delegates assignments. Decisions impact success of large projects, achievement of organizational objectives, and influence financial performance. LANGUAGE ABILITY Ability to read, analyze, and interpret the most Complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors. MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. W O R K E N V I R O N M E N T / P H Y S I C A L D E M A N D S The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required sit, reach with hands and arms and talk or hear. The employee is routinely required to stand and walk. The employee is occasionally required to work in outdoor weather conditions. May require lifting of up to 25 pounds The above job description is not intended to be an all inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. 5 P age

6 P R O C E D U R E F O R A P P L YI N G F O R P O S I T I O N To apply, please to jobs@mutualhousing.com with Director of Property Management in the subject line and the following documents: a resume and cover letter, three job references at least two from former supervisors, and copies of any RELEVANT and current certifications or licenses. We will not accept post mailed or hand delivered application packets. We are an equal opportunity employer. 6 P age