Assistant Site Manager Trainee

The Assistant Site Manager Trainee will go through an overall comprehensive training program that will provide firsthand knowledge on how to manage an affordable housing property/site. The trainee will learn all aspects of how to effectively run and manage a multi housing property for older adults. Part of the training will involve assisting in overall responsibility for all aspects of the management of his/her assigned property during initial 180-day training. Guidance during training will be provided by the Compliance manager, HMC Supervisor, and assigned staff. At times the trainee will also interact with the HMC President. He/She is responsible for ensuring that the standards and priorities of the HACE Management Company (HMC), the Owner, and HACE are met and implemented. Part of the duties below will also receive instructions on how to implement.

This position assumes a 37.5-hour workweek, and the office hours are from 8:30 am to 5:00 pm Monday through Friday. Occasional evening and/or weekend hours may be required by the position depending on dead-lines or special training projects.

As described above the Assistant Site Manager Trainee is under the direct supervision of the Compliance Manager, HMC supervisor, and or. occasionally the President of HMC will also be involved. The candidate is responsible for keeping the supervisor appraised of all issues which may arise in the normal course of events, either by telephone or during regular site visits. During your training the duties below will be carried out by the ASM Trainee.

A. Administrative & Supervisory Tasks

1. Assure compliance with the budget.

a. Approving all orders for goods and services, which are budgeted by the President of HMC.

b. Preparation of purchase orders/goods to run your property.

c. Preparation for approval by the supervisor (and owner where necessary) of any purchases not included in the budget.

d. Approving, coding and submitting to Fiscal Department all invoices i.e A/P and A/R.

e. Examination of the Monthly Budget Operating Report and Detailed General Ledger to assure all bills are paid and accurately entered and to determine compliance with budget.

f. Maintaining the Petty Cash Fund.

g. Maintaining on-site ledgers/expenses and utility bills and contracts.

h. Maintaining financial solvency by reducing expenses and implementing a system for achieving 0% delinquency.

1. Assist and participate in the development of the operating budgets for the fiscal year or calendar year in conjunction with the Property Manager and President of HMC.

2. Rent collection

a. Examination of Tenant Status Report three times each month to identify any rent arrangement.

b. Contacting tenants to correct arrearage. Preparation and distribution of 14-day Notice to Quit for nonpayment of rent when necessary.

c. Collection and recording of rents and providing receipts to resident.

d. Preparation of case for housing court in conjunction with the HMC Supervisor and legal counsel where applicable.

1. Participation in Preparation of Processing Rent Increase

a. Preparation of necessary documents, including lease addenda.

b. Notification to tenants.

c. Compliance with funders, lenders and/or governmental agencies.

1. Rental of Units

a. Preparation of vacancy notice, including final inspection and billing for damages.

b. Maintenance of waiting list.

c. Compliance with Affirmative Marketing Plan (advertising, recruitment, agency reports).

d. Processing of rental application. Interviewing prospective tenants, showing units, verifying income and assets, preparing leases, agency forms (HUD/PHFA/RDA) for certification. This also includes initial inspection and orientation.

e. Recertification of all tenant on annual basis.

f. Maintaining all tenant files.

g. Preparation of occupancy reports for HMC, HACE, and local, state and federal agencies (HUD/PHFA/RDA) as they apply.

h. Achieving and maintaining as close to 100% occupancy as possible.

1. Supervision of Property Maintenance

a. Maintenance of work order system, including work order log. Follow-up on service requests where necessary.

b. Preparation and supervision of preventive maintenance schedules.

c. Regular inspection of the property(ies) and delegation of maintenance and janitorial tasks.

d. Annual inspection of units, in collaboration with the Property Manager, followed by notices to staff, owner(s) and tenants where necessary.

e. Supervision of maintenance staff and other site staff.

f. Preparation of schedule of long-term and short-term physical needs of the property(ies).

g. Assist with the development of a Preventive Maintenance Program and

monitor compliance.

h. Monitoring vendors in the areas of quality of service, cost of services and billing practices. Assuring that the project obtains the best service at a low cost.

i. Monitoring contractors to insure that work is performed in accordance to HMC standards. Negotiating contracts for the property, to be approved by the Property Manager and/or the Owner(s).

1. Maintaining Site Office

a. Maintaining tenant, vendor and miscellaneous files.

b. General clerical and secretarial responsibilities include typing, filing, answering telephones, ordering supplies and equipment, etc.

c. Submitting weekly time sheets for site staff.

d. Prepare monthly reports of operations for property(ies) and forward to Property Manager for review and distribution to owner(s).

e. Prepare other reports as required by HMC and/or Property Manager.

f. Typing, copying and distribution of notices, letters and newsletters to tenants.

g. Assist with the creation, updates and revisions of the Resident Handbook, Brochure and Lease.

B. Resident Services

1. In consultation with the Property Manager, schedule tenant meetings to discuss building issues or problems.

2. Personal contact and follow-up as needed on issues involving violations of building rules or the occupancy agreement. Includes the responsibility of scheduling and holding conferences with family and/or outside agencies and court appearance, when necessary.

3. Personal contact and follow-up as needed on tenant complaints in an effort to minimize individual problems residents may have in their dealings with one another and integrating into the community.

4. Coordinate with resident associations and groups the provision of activities for the building(s); assessing needs and interests of the residents; being knowledgeable about the activities and services available in the community at large.

5. Work with the Social Services Coordinator to provide counseling to residents on a variety of subjects and referring them as necessary to other agencies that may be better able to offer assistance.

Pay: $40, $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person