November 2012
FLSA: EXEMPT
SENIOR PROPERTY MANAGER
DEFINITION
Under general direction, performs the day-to-day management, operations, and assigned leasing of the
Authority’s rental properties; manages personnel, exercises independent judgment, and ensures adherence
to Authority policies and procedures, local/landlord tenant laws, and safety codes; maintains minimal
vacancies with a focus on maximizing occupancy levels of Authority rental properties, supervises directly
and indirectly all departmental staff; performs related work as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from an Area Manager. Exercises supervision over assigned maintenance,
administrative, and office support staff.
CLASS CHARACTERISTICS
This class is responsible for the day-to-day management of the Authority’s largest and most complex
rental properties typically containing more than 700 units, involving considerable contact with applicants,
tenants, contractors, vendors, and others, and exercises independent judgment and discretion in a variety
of circumstances. This class is distinguished from the Area Manager in that the latter has overall
responsibility and oversight of all assigned properties, and the related housing programs and services.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the rights to rescind the work assignments of different positions and to make
reasonable accommodations so that qualified employees can perform the essential functions of the job.
 Provides leadership to staff with responsibilities in order to plan work effectively and efficiently to
achieve the Authority’s mission and goals.
 Manages all aspects of the assigned site(s), including budget preparation and monitoring, contract
monitoring, expense monitoring, tenant retention and tenant relations; implements house rules as well
as policies and procedures.
 Supervises, directs, and evaluates maintenance, administrative, and other assigned personnel; reviews
leave requests, addresses employee concerns and problems, directs work, counsels regarding work
related matters, disciplines, and completes employee performance appraisals; assists in conducting
and preparing training materials for staff training sessions; manages and coordinates staff and
resources to accomplish property goals and objectives; interprets and applies personnel, departmental,
and other related administrative policies and procedures.
 Screens and approves or rejects prospective residents; checks references and other information on
rental applications through the Authority’s approved credit and criminal investigative service;
completes and explains rental agreements.
 Makes independent determinations regarding the suitability of tenant evictions and renders
recommendations for filing of Unlawful Detainers; performs evictions as required and represents the
Authority at court proceedings and informal hearings as necessary; ensures that all rental files are
complete and correct.
 Shows vacant units utilizing professional marketing procedures; monitors the market and assists in
developing an effective lease renewal program with a focus on ensuring full occupancy; develops and
implements strategies to market property and successfully achieve leasing goals.
Senior Property Manager
Page 2 of 4
 Implements and assesses effectiveness of property marketing strategies and makes independent
judgments in the implementation of these strategies.
 Establishes and maintains a waiting list of eligible candidates and ensures eligibility upon move-in.
 Re-examines the income and composition of resident households annually to determine if resident’s
unit size is appropriate and whether the resident is within the State income limits.
 Maintains tenant files and related documentation regarding continuing and adjustments.
 Completes move-in and move-out reports; sends reports to the finance department for permanent
filing and disbursement of security deposits.
 Develops a yearly budget and ensures that projects operate within the approved budget; maintains
inventory records; submits purchase requests, monitors expenditures, and keeps expenditures within
budget; prepares and submits reports; reviews and monitors accounts receivable.
 Reviews accounts receivable reports regularly and conducts and documents collection activities for
all delinquent accounts; reviews accounts, collects rents and other charges when due, and ensures that
all funds collected are documented properly; makes any necessary adjustments (e.g. requested deposit
refunds).
 Reviews and analyzes financial needs and trends for the fiscal year; tracks expenditures on an
ongoing basis.
 Interacts with tenants, guests, and invitees, including ensuring all incident reports are documented and
submitted in a timely manner; exercises independent judgment in dealing with problems arising on or
around Authority property, including making decisions regarding complaint resolution, emergencies,
criminal activity, etc, in an effort to avoid grievances.
 Generates, prioritizes, and disperses work orders; documents all damages to property; ensures all
assigned work orders are accomplished; reviews and conducts follow-up procedures on maintenance
work orders to ensure that work orders are completed satisfactorily and in a timely manner.
 Issues purchase order numbers and tracks purchases from order through invoice; processes invoices
for accuracy and proper coding; purchases office and other administrative supplies for assigned
property(ies) and maintains and reconciles the petty cash fund(s).
 Determines and authorizes work orders requiring outside contractors and monitors the progress of
contracted work, coordinates work of contractors and vendors, and ensures contracted work is
inspected for quality; escorts contractors and other workers on site; monitors completion of
maintenance requests to minimize vacancy turnaround time.
 Conducts property inspection, including move-in, housekeeping, and grounds in order to assure
adherence to established standards.
 Assesses condition of vacated units and monitors the unit’s progress to ensure that make-ready,
safety, and cleaning processes are all performed effectively and efficiently; ensures make-ready units
are completed within three (3) days of move-out (unless otherwise approved).
 Assists with security activities by communicating with security personnel regarding specific
problems, and participating in “knock and talk,” as needed.
 Initiates and implements policies and procedures to achieve and maintain a high standard of resident
service and resident communications; oversees tenant activities; cultivates tenant-management
relations.
 Counsels residents who are not complying with the terms of the least, including delinquent payments;
refers residents with special problems, such as economic, social, health, etc. to groups or agencies that
provide assistance, or to a program coordinator, as appropriate.
 Maintains liaison with a program coordinator to assist with resident activities, address specific
problems, plan meetings, or support activities as appropriate.
 Ensures that assigned properties present an aesthetically pleasing appearance in accordance with
established property management standards; ensures grounds, common areas, and community spaces
are clean and well-maintained.
 Monitors office and model appearance and signage.
 Regularly patrols residential sites and related facilities, such as laundry rooms, parking lots, trash
areas, grounds and common areas, to observe safety, security or maintenance problems.
Senior Property Manager
Page 3 of 4
 Adheres to all Federal, State, and local laws related to the operation of the property (e.g. Fair
Housing, ADA, Equal Employment Opportunity, OSHA), as well as, all Authority policies and
procedures.
 Under the guidelines of Authority policies and procedures, ensures that staff understands and
conducts themselves and agency business according to policy and according to State and Federal
Laws and regulations.
 Is available either personally, or through other site personnel, for emergency calls.
 Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
 Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to
assigned area of responsibility.
 Principles and practices of employee supervision, including work planning, assignment, review and
evaluation, and the training of staff in work procedures.
 Principles and practices of tenant retention and relations.
 Basic financial record keeping, budget preparation, and related practices and procedures.
 Recent and on-going developments, current literature, and sources of information related to the
operations of the assigned programs.
 Record-keeping principles and procedures.
 Modern office practices, methods, and computer equipment and applications related to the work.
 English usage, grammar, spelling, vocabulary, and punctuation.
 Techniques for effectively representing the Authority in contacts with other agencies, community
groups, and various business, professional, educational, regulatory, and legislative organizations.
 Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and Authority staff.
Ability to:
 Supervise, plan, organize, assign, review, and evaluate the work of staff; train staff in work
procedures.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Interpret, explain, and ensure compliance with applicable Federal, State, and local laws, regulatory
codes, and ordinances, and Authority policies and procedures.
 Maintain confidentiality of sensitive personal information of applicants, current and former residents,
and other matters affecting tenant relations.
 Maintain accurate files and records.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner;
organize own work, set priorities, and meet critical time deadlines.
 Operate modern office equipment including computer equipment and specialized software
applications programs.
 Effectively communicate in writing and in orally.
 Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
 Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Senior Property Manager
Page 4 of 4
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
 Bachelor’s Degree from an accredited college or university in public administration, business
administration, or a related field.
 Three (3) years of increasingly responsible property management, apartment management or the
administration of housing programs with one (1) year supervisory experience. Experience involving
public contact preferred public contact
Licenses and Certifications:
 Possession of, valid driver’s license by time of appointment.
 Public Housing Manager Certificate from the National Association of Housing and Redevelopment
Officials (NAHRO) or other Authority approved association.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a
computer; to operate a motor vehicle and to visit various Authority and meeting sites; vision to read
printed materials and a computer screen; and hearing and speech to communicate in person and over the
telephone. This is primarily a sedentary office classification although standing in work areas and walking
between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a
computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.
Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and
closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull
materials and objects up to 25 pounds with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions,
and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or
public and private representatives in interpreting and enforcing departmental policies and procedures.