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Director of Asset Management
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Indianapolis Housing Agency
Job Title: Director of Asset Management
Department: Real Estate Management
Reports To: Chief Operating Officer
FLSA Status: Exempt
Job Grade: Provide salary range
Prepared By: Human Resources and Executive departments
Prepared Date: February 2019
SUMMARY This position will lead a team of 65 of staff; oversee portfolio performance of 2,300 housing units; initiate and track operational benchmarks; and oversee the technical and administrative functions of property management, tenant services, maintenance and modernization activities. The Director of Asset Management will develop and monitor budgets to preserve the capital integrity and long-term viability of business projects. This position is responsible for continuous improvement of application processing, property leasing and maintenance of properties. This individual will work directly with the Compliance Department to establish and maintain appropriate policies and procedures necessary to implement the Agency’s asset/housing management programs and functions to effectively ensure that appropriate laws and regulations, as well as, Agency policies and performance goals are satisfactorily met.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: other duties may be assigned by the Executive Director.
Providing supervisory assistance and direction to all reporting personnel along with monitoring and overseeing property operations.
Recommending appropriate staffing, providing indicated training, monitoring work flow, ensuring quality control, providing problem resolution, conducting performance appraisals, assisting in policy development and implementation, etc. Establishing performance goals and Working with staff to address performance issues, and recommending corrective action in accordance with the Agency’s progressive discipline schedule.
Reviewing and auditing file records, as well as performing frequent onsite inspections to monitor the physical, fiscal and regulatory operations of the Agency’s real estate assets including Agency and its subsidiaries and/or network
Providing oversight for property management personnel, including maintenance staff, along with activities for the Agency’s housing properties. Monitoring occupancy levels and financial status of the Agency’s designated properties
Working with the Compliance department to ensure compliance with HUD’s asset management compliance
Ensuring that expenditures and costs incurred and paid by the projects are aligned with the best business interests of the projects, and that all accounting activities accurately reflect appropriate fees and approved allocations.
Overseeing the management of tenant selection plans, site-based waiting lists, mentoring and assisting property managers in conducting Agency business, including enforcing applicant record retention policy.
Working closely with property management staff to assess financial performance, including matching budgets to Agency benchmarks, and monitoring operational performance in relation to long-term strategic plan.
Assisting property managers in the development and tracking of operating budgets. Monitoring project performance relative to budget at least annually, including developing and monitoring project cash flow projections, reserve accounts, and capital plans.
Working with Compliance department to ensure good standing with financial lenders and governmental regulators.
Reviewing and ensuring accuracy of reports prepared by property management to the Agency, Agency Board of Commissioners, investors, and regulatory agencies.
Ensuring that all eviction procedures are followed exactly, including attaching applicable files and staff documentation to present legally substantive case. Attending court in the absence of site management staff.
Monitoring Public Housing Assessment System sub-indicator scoring criteria to ensure high performer status utilizing Capital Fund, physical, financial, and management indicators as well as Multifamily Management Occupancy Review.
Using computer-generated reports to monitor sub-indicators, such as occupancy levels, months expendable net ratio, debt service coverage ratio, lease enforcement actions, waiting list operations, and tenant receivables, including such activities for communities not owned by the Agency, that contain Agency-assigned public housing units.
Conducting periodic site visits to assess ongoing property management activities in accordance with Fair Housing Act of 1968, as amended.
Using the computer work order system to ensure that emergency and routine maintenance solutions are applied in a prompt and efficient manner, and that housing units are ready for occupancy with minimal vacancy time.
Working with the property management staff to develop and coordinate preventive maintenance schedules while ensuring compliance with safety policies, federal, state, and local laws and regulations.
Generating and maintaining statistical performance and trend analysis reports for property management activities for Agency- owned properties.
Overseeing marketing strategies for the real property portfolio, ensuring that market studies are conducted and utilized as required. Leading implementation of an affirmative fair housing marketing plan, along with mentoring and assisting property management staff in developing a marketing plan for each property.
Overseeing tenant services manager, ensuring that services required by funders, lenders, syndicators and regulatory agencies are being provided to each property. Ensuring residents have opportunities for self-sufficiency.
Overseeing Risk Management and Facilities Services manager ensuring that REAC, IHCDA, Owners, and other inspections are prepared for though out the year and daily.
Working with the procurement department to ensure the acquisition and management of equipment, supplies, service, and materials according to established procurement policy.
Responsible for the ongoing interpretation of federal regulations regarding public housing and tax credit program policies such as Section 42, 24 CFR 900 and Handbooks 4350.1 and 4350.3.
Working with the Compliance department to recommend required policy/procedure changes, and ensuring the implementation of revised policies and procedures for the public housing program. Supervising property management staff to ensure adherence to established policies and procedures.
Assisting in the development of the Agency’s long-term capital improvement program for submission to HUD.
Working with legal department to ensure integrity in public housing grievance procedures and fair housing policies and procedures, including reasonable accommodation determinations.
Maintaining contact with tenants, visiting sites, enhancing customer services by organizing and evaluating services for tenants, conducting surveys and working with tenant advisory boards, etc. to promote an environment where tenants “love where they live”.
Providing leadership, supervision and guidance to staff (hiring, coaching, evaluation, and discipline) ensuring adherence to IHA’s policies and standards.
Making certain that integrity in the informal hearing and formal grievance process involving residents and the Agency is maintained. Reviewing appropriate policies, and utilizing applicable files and staff documentation to ensure that written notification is presented to parties involved.
Working with legal department and compliance and quality assurance department to oversee Limited English Proficiency and Violence Against Women Act compliance in the Agency-owned developments.
Ensuring effective liaison and coordination activities for Indianapolis Citizens Empower Foundation and tenant organizations along with attending meetings with Executive Director, as well as, ensuring that property management staff attend tenant organization meetings when invited.
Preparing appropriate documentation, including internal and external correspondence, along with developing and implementing reporting procedures to advise management and the Board of Commissioners.
Developing and maintaining professional working relationships in accordance with internal protocol with officials from the Department of Housing and Urban Development, City/County personnel, IHCDA, local law enforcement, Office of Special Investigations, and appropriate staff from other housing agencies, vendors, and community-based organizations, etc.
Attending and representing the Agency at internal and community meetings, as well as serving on required committees.
This position requires on-call status for any afterhours emergency that may occur.
Providing oversight while responding to after-hours emergency needs at any Agency or property location.
This position will directly manage and supervise Senior Multifamily Real Estate Managers, Tenant Services Manager, Risk Management and Facilities Services Manager and indirectly supervise full and part-time personnel assigned to the Asset Management division.
QUALIFICATIONS: To perform this job successfully, an individual must be able to satisfactorily perform each essential function required by the position. Have a demonstrated ability to build and lead effective teams. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions satisfactorily.
EDUCATION AND/OR EXPERIENCE: Bachelor’s degree from an accredited college or university with major coursework in community development, business, economics, urban planning or related field along with five (5) years highly-responsible work experience in public administration, portfolio management, directing governmental asset management programs, including at least five (5) years in a supervisory role. Relevant work experience may substitute for some college degree requirements. Former real estate or property management experience preferred. Knowledge of public and private housing finance programs, including Public Housing, HOME Investment Partnerships, Section 8 Project-Based Vouchers, Project Based Rental Assistance, Community Development Block Grant and Low-Income Housing Tax Credit programs. Familiarity with financial statements, budgets and proformas. Knowledge of the principles of property or real estate management along with practical knowledge of tenant landlord laws.
LANGUAGE SKILLS: Strong communication and interpersonal skills to provide direction for supervisors, employees, residents, contractors, architects, etc., either individually or in groups. Ability to communicate in English and write technical material clearly, accurately, and concisely is required. Spanish as a second language may be helpful.
MATHEMATICAL SKILLS: Good basic arithmetic skills are required. Working knowledge of real estate finance and project budgeting is preferred. Computer skills including intermediate level skills in word processing and spreadsheet software, preferably Word and Excel. Knowledge of, and experience with property management software programs, such as Emphasys Elite.
REASONING ABILITY: Above average reasoning and problem solving abilities are essential.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid Indiana Driver's License is required. Public Housing Manager and Tax Credit Professional certification required prior to employment, or within the first year of employment. Fair Housing with Proficiency; any NAHRO/Nan McKay certifications in property management
PHYSICAL DEMANDS: The demands of this position are those generally expected in a multi-site property management function. The work is principally sedentary but involves some physical exertion, such as kneeling and crouching to obtain files; use of eyes and hands to operate computers and other office equipment; will be required to make regular on-site visits to Agency departments and properties, and travel to meetings or workshops. Must be able to lift, carry, push, and pull materials and objects weighing up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
WORK ENVIRONMENT: The work involves the normal risks or discomforts associated with an office environment, and is usually in an area that is adequately heated, cooled, lighted and ventilated. The position also requires travel to outdoor developments, sites, dwellings or facilities, interaction with residents and other Agency employees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Job ID
- Job Title
- Director of Asset Management
- Start Date
- Application Deadline
- Salary Range
- no minimum salary specified - no maximum salary specified
- Job Major Category
- Job Posting
- Job Location
- Indianapolis, IN
- Joshua, TaMeca
- Best Method of Contact