Property Manager

Position Summary

The Property Manager is responsible for providing property management functions for one or more housing site(s), according to the Indianapolis Housing Agency (IHA) Asset Management Department model in conjunction with Rental Assistance Demonstration (RAD) requirements, while remaining in compliance with all applicable regulations, policies, and procedures. This position oversees the management activities, operations, and performance of one or more properties/housing sites owned and/or managed by IHA, and is responsible for maintaining and monitoring fiscal and occupancy status of properties.

This position also completes and monitors budget preparation; monitors operating practices and procedures; and recommends changes to promote operational efficiency. In addition, this position will provide supervision for assigned staff, evaluate work performance, and train site personnel in areas related to property management.

• Monitor collections, collection loss, vacant unit turnaround times, vacancy reports, court filings, and other metrics through computer-generated and manual reporting systems, including dialogues with other management staff, and operational or organizational meetings.
• Conduct resident interviews and certification processes designed to ensure that prospective residents meet Agency, HUD, and IHCDA guidelines; precisely verify income information for applicants and residents according to applicable regulations while maintaining accurate paperwork.
• Leasing apartments to new residents, including showing vacant units, calculating rents, explaining lease terms, and executing lease agreements; represent IHA in a professional manner in all interactions with residents, prospective clients, and members of the public.
• Facilitate lease enforcement, including delivering notices of lease violations and taking appropriate action.
• Issue delinquent rent and eviction notices; ensure that resident lease terminations and grievance hearings are properly and timely processed; testify on behalf of IHA in court proceedings as required.
• Conduct informal hearings as needed, and make appropriate recommendations in accordance with Agency policies and procedures.
• Assist with review and take appropriate action on resident transfer and reasonable accommodation requests.
• Procure materials and services in accordance with Agency policy and procedure; assist in inventory control and monitoring of fixed assets.
• Assist in the development of the annual budget for property/housing site(s) and monitor operations budget by reviewing monthly reports and providing input regarding budget status as needed.
• Assist residents, resident organizations, internal departments, and external agencies to obtain input regarding operational issues, including needs assessments.
• Prepare for file audits and physical inspections, provide required files and notices to residents, and assist the Compliance Department in responding to issues or concerns identified during the audit and/or inspection process.
• Assist with the development and implementation of marketing plans and strategies to reach occupancy targets.
• Supervise maintenance personnel, provide emergency on-call coverage and follow-up for emergencies to ensure proper handling of specific situations.
• Monitor work order completion and conduct quality control and resident satisfaction surveys to address resident complaints and issues promptly and efficiently.
• Maintain IHA occupancy goals while supervising vacancy preparation and leasing processes.
• Represent the department when interacting with other departments, serve on committees, boards, and commissions, and attend meetings to provide input based on knowledge of construction and project management concepts.
• Administer Agency personnel policies, departmental policies, and other relevant procedures to ensure compliance with employment rules and regulatory guidelines.
• Conduct quarterly inspections of property/housing site(s) to ensure IHA quality standards are met; monitor work performance of assigned staff through regular inspections and informal reports.
• Review time and leave reports for assigned staff and approve leave requests according to established policies and procedures.
• Assist, conduct, and/or coordinate training programs for new employees and provide periodic training for other employees in areas dealing with budgets, lease implementation, maintenance, fair housing practices, and landlord-tenant law.
• Coordinate staffing and scheduling to ensure that all properties are adequately staffed.
• Prepare and review employee performance appraisals, discuss results with assigned staff, and recommend corrective action for observed or reported work performance deficiencies.
• Provide coaching and counseling sessions for employees regarding job performance and document such sessions in accordance with established procedures.
• Conduct regular staff meetings to keep staff aware of operational issues and performance expectations.
• Perform other…