Director of Property Management

Job Type
Property/Asset Management
Organization
Brookline Housing Authority
Contact Name
Susan Halpert
Contact Email
shalpert@brooklinehousing.org
Contact Phone
Address

90 Longwood Avenue
Brookline, MA
United States

Job Description

Position Title:  Director of Property Management

The Director of Property Management is a results-driven leader responsible for maintaining the high quality of housing and support services provided to Brookline Housing Authority (“BHA” or “Authority”) residents. The role develops and leads the BHA’s property management division with respect to resident and management issues, including: operational planning; budgeting; regulatory compliance; lease enforcement; policy development; and contract management. The Director of Property Management is responsible for achieving satisfactory financial performance goals and maintaining the physical condition and marketability of BHA properties. The Director of Management works closely with the Director of Resident Services to develop and coordinate resident services.

All activities must support the Authority’s mission, strategic goals, and objectives.

Supervision Received: Reports to the Executive Director

Direct Reports: Property Managers, Assistant Property Managers, Recertification Coordinator

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

  • Directs the work of Property Managers including: assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, hiring, training, acting on employee problems, and implementing discipline.
  • Oversees preparation of annual operating budgets and performs budget projections for all properties.  Analyzes actual income and expenses against approved budget guidelines, directs corrective action and requests appropriate budgetary adjustments.
  • Conducts financial results review with Property Managers and Assistant Property Managers.
  • Directs development and maintenance of internal reporting systems in relation to property management.
  • Provides ongoing analysis and critique of existing property management systems and reviews and evaluates departmental methods and procedures; identifies, with department leaders, change management areas where the Authority can increase its effectiveness. Assesses and recommends changes to current policies and operational practices.
  • Leads, manages, trains and develops a strong management team to drive the BHA’s growth. Determines staffing needs, creates new job descriptions and directs the hiring process. Manages, trains and develops Property Managers, Assistant Property Managers and other staff as appropriate.
  • Collaborates with Senior Leadership Team to set operational goals for each property and establish standards for:  property operations, leasing, collections, customer service, workplace safety, and management.
  • Coordinates unit turnover and rent-up processes with Director of Maintenance and Director of Subsidized Housing & Applications.
  • Monitors monthly vacancies and rent collection and coordinates with Property Managers. Develops guidelines on rent repayment agreements for use by Housing Managers and monitors status of agreements.
  • Oversees public housing resident rent certifications and recertifications; oversees Low Income Housing Tax Credit Programs (LIHTC) resident file certifications and recertifications. Maintains the authority’s HUD PIC database.
  • Ensures accurate and timely withdrawal of reserve funds.
  • Directs implementation of, and adherence with, the standard lease and the Resident Handbook in coordination with Housing Managers and attorneys as appropriate.
  • Oversees business contracts to ensure that the Authority's best interests are served, including: the leasing of parking spaces; the leasing of community spaces to social service providers; laundry services; trespass towing services; the Authority’s attorney for purposes of lease enforcement and resident issues; and PIC and EIV consultant.
  • Serves as primary contact with insurers regarding agency liability claims.
  • Coordinates with Director of Maintenance to review Maintenance Work Order and turnover reports.
  • Authorizes and monitors all lease enforcement actions (including rent non-payment and “for cause”), along with status of actions.
  • Conducts quality control by auditing random samples of resident files and apartments to ensure files and maintenance standards are being processed in conformance with program regulations and Authority procedures.
  • Meets with resident councils, neighborhood groups, civic associations, city, state, and federal agencies, and other relevant entities to explain and advocate for Housing Authority programs, policies, and operations, in collaboration with, and at the direction of, the Executive Director
  • Stays current with Public Housing, Section 8, and LIHTC matters through study of HUD regulations, laws, ordinances, and publications; pursues individual or staff trainings as appropriate.
  • Coordinates with Town departments such as Health, Fire and Police Departments.
  • Works closely with the Director of Resident Services to coordinate resident services with external social service agencies, including Springwell and the Brookline Community Mental Health Center.
  • Attends Board of Commissioners’ and senior staff meetings.
  • Enforces and adheres to BHA policies, rules, and regulations. Performs other duties as assigned.

 

Behavioral Competencies

This position requires the following behavioral skills:

Leadership: Provides direction by clearly and effectively setting course of action for department and subordinates. Manages performance by providing regular feedback and reinforcement.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Teamwork: Actively participates and collaborates across departments and works toward the achievement of common goals.  Employee is adaptable and open to new ideas and/or approaches. Employee is aware of changes that impact internal and external customers and effectively communicates the impact when working as a team.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work.

Safety Awareness: Employee is cognizant of his/her surroundings.  Follows proper safety procedures, policies, and considers the safety of self and others.  Identifies, communicates, and assists in the correction of any safety concerns where appropriate.

 

Education and/or Experience

Bachelor’s Degree preferred in business administration, public administration, or related field and/or professional certification desired. A minimum of five (5) years of experience in property management for low-income or assisted housing, including a minimum of three (3) years in a senior management role involving maintenance, resident selection, or property management. An equivalent combination of education and experience may be considered. Must possess a valid Massachusetts driver’s license and be insurable under the Authority’s plan. Must obtain NAHRO’s Public Housing Manager and/or Mass NAHRO’s Massachusetts Public Housing Administrator certification within one year of hire.

Qualifications and Skills

Strong property management operational experience. Proven expertise in Public Housing, Section 8, Low Income Housing Tax Credit Programs and HOME programs. Experience with HUD Secure Systems, DHCD Online Housing Applications, and HAB, Inc. housing software a plus. Ability to manage projects from conceptualization to implementation.   Strong interpersonal skills that include conflict management and employee motivation.  Excellent analytical and problem-solving skills. Knowledge of Microsoft Word, Excel and HAB (or other multifamily) Accounting Software. Excellent verbal and written communication skills.  Entrepreneurial, flexible, creative and detail-oriented.  Ability to handle emergency situations and pressure due to complexity and time sensitivity.

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.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics 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.

Office environment. The noise level in the work environment is usually moderate.

Application Instruction

Selection Process, etc.

Please submit a cover letter detailing your qualifications along with a resume to: shalpert@brooklinehousing.orgDeadline: December 20, 2020. No phone calls or letters.  Full job description at www.brooklinehousing.org.  

BHA offers a competitive salary and strong benefits package, including state GIC health insurance and a defined-benefit pension.  

The BHA is an equal opportunity/affirmative action, Section 3 employer.  Females, LGBTQ individuals, minorities, veterans, Section 3 qualifying individuals, and persons with disabilities are strongly encouraged to apply.