Property Site Manager I
Come join our growing team at the Carver County Community Development Agency (CDA)! The Carver County CDA is a government agency that provides affordable housing and economic development services in Carver County. We are searching for an experienced property site manager who can help us and our residents continue to thrive. The manager will be assigned to sites within Carver County, which will require travel for site visits and meetings. In addition to overseeing the day-to-day operations of the properties, the manager will be responsible for marketing, resident selection and retention, leasing/orientation, rent collections, accounts payable, budgeting/financial review, unit inspections and adherence to fair housing practices, and other duties as assigned.
CDA also offers an excellent benefit package including CDA paid employee medical insurance (with generous HSA contributions) and dental coverage (dependent coverage for health and dental insurance available at a reasonable cost). Free employee and family life insurance and CDA paid short and long term disability insurance. Participation in a defined contribution pension plan with a generous 11% agency contribution, 24 days per year of PTO earned on an accrual basis, 13 paid holidays, and 6 days of Earned Sick and Safe Leave per year. Employees have access to group vision insurance, a pre-tax and ROTH option for deferred income, and eligible federal loans may also qualify for Public Service Loan Forgiveness Program (PSLF).
Employment applications are available online. Email application and resume to reception@carvercda.org; mail to 705 N Walnut St, Chaska, MN 55318, or fax to 952-448-6506
EEO
Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The listed examples may not include all duties performed by this position.
Marketing/waiting list:
Assist in the development of marketing tools to be used. Maintain property web site for completeness and accuracy. Update Craigslist postings twice weekly to maintain visibility. Keep Rent.com postings current. Utilize appropriate local market publications. Return all calls promptly providing information to all inquiries and log on traffic report. Show units to potential residents in a positive manner. Maintain a waiting list of potential applicants from callers. Refer potential renters to other CDA owned properties and document on the traffic report. Goal is 95% occupied units.
Resident Selection and Leasing:
Screen all applicants for criminal, credit and housing history to ensure that they qualify per the property’s Resident Selection Criteria. Approve or deny the applicant(s) in accordance with the established property criteria and fair housing law.
Complete all necessary paperwork (lease and any addendums) with the applicant. Review Resident Handbook with new resident and include acknowledgement in resident file. Perform a Move-In Inspection.
Work with residents to ensure that they comply with the requirements of the lease and resident handbook. Send lease violation letters and copy to tenant file.
Rent Collection:
Collect rent and make deposits per the property management calendar. Maintain complete records including information transmitted to the CDA accounting department. Send late notices on the 6th of the month. Reconcile any rent payment discrepancies utilizing the aged receivable report and/or with the help of your supervisor. Review the pre-rent roll at the end of each month in preparation for the following month. Promptly notify accounting of any discrepancies. Send balance due or credit letters to residents at the end of each month. File Eviction paperwork, as necessary, and attend Eviction Court proceedings.
Vendor Relations and Accounts Payable:
Selection of outside vendors and establishment of vendor contracts in conjunction with maintenance technician. Obtain vendor insurance prior to start of work to be performed by new vendors and annually thereafter for all vendors. Code all invoices and submit to CDA weekly providing explanations when necessary. Work with vendors on any discrepancies on an invoice. Provide information to the CDA accounting department about discrepancies. Refer to the property’s budget on a frequent basis to make sure that spending is within established guidelines.
Budgets/Financials/Variance Reports:
Work with management on capital expenditure plan and annual site budget. Review of variance report monthly and clarify with Director of Property Management/Controller any over/under budget items.
Inspections:
Inspect the property daily, including but not limited to the interior and exterior common areas. Perform the following unit inspections per the CDA inspection procedures: move-in; 45 day move-in; annual, housekeeping (when necessary); 45-day move-out; and move-out. Follow-up on any housekeeping problems or unit damage as found.
Move-Outs:
Prepare move-out paperwork applying necessary charges to the household and submit to the CDA within a timely fashion to allow compliance with MN Statute. Monitor all revenue recapture files submitted or needing to be submitted. Inform the CDA main office if no payment or payment arrangements have been made after the 45-day period is up.
Maintenance and Caretaking:
General understanding of building maintenance. As a part of the site team, work closely with maintenance and caretaking personnel to maximize site performance. Monitor the work orders for the property to ensure they are completed in a timely manner. Coordinate with maintenance staff to ensure that costs are within budget. Work with site team to ensure unit turns are completed and ready for lease-up within 5 business days or sooner to meet deadlines of re-rental.
Resident Relations:
Answer all incoming phone calls and emails promptly and return calls within a 24-hour period. Send written notices to residents, as needed, in a clear, professional manner. Participate annually in National Night Out. Handle resident complaints/conflicts promptly, professionally and in a confidential manner.
Compliance, if applicable:
Market property according to site Affirmative Marketing Plan. Manage the waiting list according to applicable program regulations. Process applications according to Tenant Selection Plan. Process initial income certifications at move-in. Complete interim and annual certifications as required by program guidelines. Assist with the completion of all necessary reports reflecting program operations, tenant demographics and program requirements as required by program regulations.
Miscellaneous Duties:
• Ongoing, monitor inspections for the property, i.e. fire panels, extinguishers, elevator, etc. that are required and part of maintenance staff preventative maintenance schedule and site budgets.
• Keep site office organized and clean.
• Keep up to date on filing.
• Other duties as assigned.
Qualifications
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION and/or EXPERIENCE:
• High school competencies or equivalent and one to two years rental housing management experience.
• Experience with compliance, if applicable to the property.
CERTIFICATES AND LICENSES:
• Valid driver's license and access to reliable transportation.
OTHER SKILLS/QUALIFICATIONS:
• Ability to work as a team member with site staff.
• Strong organizational skills and analytical skills.
• Affinity for working with seniors if position is at a senior property.
• Ability to deal tactfully and effectively with tenants of varied social and economic backgrounds.
• Ability to communicate both orally and in writing with staff, tenants and the public.
• Computer literate.
• Ability to make independent decisions, initiate work projects, organize workload and problem solve.
• Ability to read, analyze and interpret housing documents.
• Ability to follow oral and written instructions
• Ability to respond to inquiries or complaints from tenants in a professional manner.
• Ability to sit for long periods of time and manipulate objects using fine motor skills for extended periods.
• Ability to bend, stoop, push, pull and reach periodically and occasionally lift and carry objects weighing up to 20 pounds.
PHYSICAL DEMANDS:
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 individuals with disabilities to perform the essential functions.
Carver County Community Development Agency (CDA)
Chaska, MN 55318
US