Housing Manager

United Church Homes · Winder

Community Name:

Winding HollowThe Housing Manager position is responsible for managing the operations, leasing activity, renewals, collections, financial reporting, supplies, and communications of the assigned senior living community, while maintaining a high level of customer service with all residents and potential customers.

Essential Functions Statement(s)

Advises and makes recommendations through the Regional Manager (who advise the VP of Housing Services) regarding housing facility goals, objectives, programs, procedures, and policies
Reviews, implements and upholds all policies in 4350.3 HUD Handbook and Manager’s Administrative Procedures (M.A.P.), as well as all general UCH policies, procedures and manuals
Exercises judgment and decision-making authority as required, to the ultimate good of the facility and of UCH
Leases apartments once individuals have been approved, with respect to interviews, certifications and move-in paperwork for all new residents
Completes certification for new residents and recertification all current residents on an annual basis or 120 days before move-in, including background check; verifications of citizenship, DOB, income, assets, medical expenses from last 12 months; and utilizing set formula to determine rate of rent
Maintains a strong waiting list of potential applicants, communicating frequently with those currently on the list
Collects and reconciles rent each month, deposits into bank using check scanner and internal software, prints receipts
Manages monthly accounting process including: Office Duties; Reconciles invoices/bills from each assigned property; Codes invoices/bills according to department; Monitors paid/outstanding status; Utilizes voucher stamp and account number appropriately to process invoices for payment
Issues all legal notices and evictions for lease violations as necessary
Develops and manages annual operating and capital budgets for property in cooperation with the Regional Manager
Prepares and submits HUD Special Claims and vouchers
Prepares and submits Reserve for Replacement requests to HUD
Prepares and submits all reports and data required by the Central Office and the Department of Housing and Urban Development, following Enterprise Income Verification (EIV) guidelines
Coordinates with vendors/contractors as needed to resolve advanced maintenance issues or concerns
Maintains a good working relationship with all UCH staff, vendors and suppliers
Maintains all offices in good order and proper organization
Files all paperwork appropriately
Orders all office and maintenance supplies
Maintains open communication with Regional Manager and HUD
Requests guidance and training from Regional Manager as needed
Assists staff with other basic administrative and receptionist duties
Remains available to address after-hours situations/concerns
Attends all meetings as well as sits on various committees as required
Completes other duties as assigned
Follows all appropriate safety and security guidelines, procedures and protocol for residents in the Dementia Special Care Unit
Maintains appropriate, effective communication with residents, and with residents' family or other significant relationships
Participates in relevant educational and training activities as appropriate
Special Activities/Attributes--Participates in special activities as required (i.e., safety committee; mentoring/orientation/new hires; etc)
Oversees the recruiting and management of property staff
Supervises and maintains successful working relationships with all employees
Reviews and implements policies set-forth in Employee Handbook and the Personnel Policy/Practice Manual
Reviews staff Time Sheets for accuracy
Manages payroll process and records time-off
Timely submits forms to the HR department
Works with Regional Manager on concerns with staff work performance, including corrective action
Understands and upholds Corporate Compliance and HIPPA
Understands and upholds Fair Housing laws
Understands and upholds the Affirmative Fair Housing Marketing Plan (AFHMP)
Maintains 95% to 100% occupancy rate
Markets vacancies to the general public
Prepares and submit monthly Manager/Marketing Reports
Stays informed with events in surrounding community
Performs community outreach and general public relations
Cooperates and maintains good working relationships with Federal, State, local service organizations and community partners (i.e., health agencies, etc.)
Oversees booths at relevant health fairs, etc.
Maintains a professional working relationship between staff, applicants, guests, residents and their family
Thoroughly explains the program to new, incoming residents
Implements the Resident Satisfaction & Valuation Program (RSVP) and responds to resident concerns in a timely manner, obtaining guidance from Regional Manager as necessary
Encourages the formation of a Resident Association and the development of social programs for the residents
Coordinates with Activities Director, Service Coordinator, other outside sources to plan activities for residents
Maintains a monthly newsletter and calendar, creating and posting notices to residents
Plans and conducts resident meetings
Oversees the maintenance of the property’s assets
Supervises maintenance and janitorial employees to ensure that the property is in good working order
Receives and maintains a “Service Request” system and generates work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, with a response time of 24 hours
Purchases all materials and supplies necessary for maintenance projects after seeking for competitive pricing and proper approval for expenditures
Negotiates all necessary maintenance contracts, with the approval of the Regional Manager
Maintains and secures an inventory of supplies necessary for regular operation
Frequently inspects property for proper maintenance and cleanliness, including but not limited to: all common areas, offices, grounds and parking lot
Performs apartment inspections on a yearly basis
Ensures that units are ready for move-in
Oversees reasonable accommodations in the apartments as necessary
Develops and implements emergency procedures and evacuation plans
Maintains a good working relationship with the local Police and Fire departments
Maintains contacts for emergencies, including voice mail or an answering service and providing emergency contact numbers to the residents, police, fire department and emergency medical facility
Maintains communication between residents, families, during/after emergency situations
Upholds emergency maintenance procedures, including immediately responding major problems/failures in the building, ensuring the safety of residents and staff, and coordinating with local authorities and emergency response personnel as necessary; Once the situation has been rectified, completes and submits work orders, incident reports, telephone calls to the Regional Manager, insurance agents, etc, as soon as possible
Performs all other duties as assigned or directed

Competency Statement(s)

Management Skills - Ability to organize and direct oneself and effectively supervise others.
Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.
Interpersonal - Ability to get along well with a variety of personalities and individuals.
Presentation Skills - Ability to effectively present information publicly.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Communication, Written - Ability to communicate in writing clearly and concisely.
Organized - Possessing the trait of being organized or following a systematic method of performing a task.
Analytical Skills - Ability to use thinking and reasoning to solve a problem.
Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
Decision Making - Ability to make critical decisions while following company procedures.

Skills & Abilities

Education: High School Graduate or General Education Degree (GED): Required
Experience: Two (2) years of business office experience
Computer Skills: Must be able to proficiently operate a computer, the Internet, Microsoft Office, other relevant software, and basic office equipment; Must be adept at using HUD and internal accounting software
Certifications & Licenses: Certified Occupancy Specialist (COS) certification a plus; Must have a valid driver’s license
Other Requirements: Prior experience with subsidies, HUD policies, Section 8, Section 236, EIV, and/or tax credits highly desired; Must have strong interpersonal skills and ability to resolve interpersonal challenges and conflicts; Must exhibit a high degree of concern for and patience with others, especially elderly individuals; Must be able to communicate in English and read/interpret documents, instructions, etc, such as procedure manuals, HUD handbooks and schedules and notices; Must be able to write routine reports and correspondence; Must be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals; Must have strong problem-solving skills; Must be highly organized, detail-oriented, flexible and adaptable and able to multitask; Must be able to adhere to all terms and conditions set forth in the United Church Homes Employee Handbook

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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