Housing Manager - Brownstone Terrace

Community Name : Brownstone Terrace

The 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)

Skills & Abilities

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.