Regional Supervisor

Description

This position is primarily responsible for provides overall property management supervision of a portfolio of properties, as assigned by performing the following duties.

Qualifications

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

 

Personal Management:

• Performs hiring/termination, supervision and disciplinary action, as needed, for Managers I and II and assisting Managers I and II in their key hires.
• Orienting and on-going training
• Establishes expectations and goals, as well as evaluating performance.
• Visits the site on a routine basis.
• Ensures proper staffing or coverage at the sites.
• Reviews site time clock reports, approval of vacation requests, and ensures that Managers are implementing HR requirements accurately and timely (including review of any disciplinary action reports related to the site)

 

Financial:

• Completes an annual budget in cooperation with the Manager and based on the owner goals for the property, maintaining adequate reserve balances and protection of the physical asset.
• Monitors accounts payable to ensure compliance with the budget and prompt payment based on available cash flow.
• Monitors accounts receivable to minimize collections and subsequent Bad Debt, as well as maintaining good cash flow.
• Remains familiar with all procedures and requirements for site based accounting tasks
• Is knowledgeable and proficient with One Site procedures for on-site work and reporting functions.
• Monitors rent collection and ensure that legal action is initiated, as needed, on a timely basis and review documentation that would be utilized by the attorney in court.
• Reviews petty cash accounting on-site, on a routine basis.
• Monitors budget variances each month and document causes for significant negative variances in reporting.

 

• Monitors HAP requests (if appropriate to the specific property) to ensure that all requested monies are received.
• Ensures that all vendor files are maintained with property insurance documentation, as necessary.
• Assures timely compliance with all reporting deadlines and open items.
• Reviews and approves purchase orders for amounts over $1,000.

 

Regulatory:

• Coordinates with the Director of Compliance to ensure that site staff is performing regulatory-related tasks correctly and counsel/discipline as needed.
• Coordinates materials for Management and Occupancy Reviews related to property, financial and overall management procedures (Note:  Director of Compliance will coordinate resident file review, Tenant Selection Plans and AFHM Plans); attend the property related reviews and respond to inspection reports within the allocated timeline (Note:  Director of Compliance will attend and respond to resident file related inspections.)
• Remains knowledgeable related to regulatory compliance at the properties.

 

Physical Site:

• Conducts apartment inspections on a regular basis to ensure that either 100% of the units or an assigned percentage of the units have been inspected each year by this position.
• Assists with pre-REAC inspections and monitor repairs to ensure good REAC scores.
• Conducts walk-thru of common areas and grounds at each visit.
• Reviews bids collected by the site to ensure consistency and that the scope of work is as requested – coordinate with FMCS, as needed.
• Coordinates with FMCS to develop capital budgets and ensure implementation.
• Requests assistance from FMCS for major or complicated building issues.

 

Resident Relations:

• Responds to grievances, as needed.
• Intercedes, as needed, with resident issues and monitor evictions at the site.

 

Reporting and Owner Relations:

• Provides weekly reports to Senior Vice President.
• Provides quarterly ESUM reports to senior management of ERES.
• Attends owner meetings and prepare/present reports, as requested.
• Maintains positive relations with owners and up-date the Senior Vice President as to any contacts with the owner.

 

Corporate Responsibilities:

• Provides information, as needed, related to any legal action involving the site, i.e. Discrimination Complaint, lawsuits.
• Attends corporate functions or meetings, as requested.
• Serves as a liaison between the sites and corporate.
• Assists with instilling the corporate culture at the sites and with the employees.

 

ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

 

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

 

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

 

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships – Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.

 

Leadership

• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.

 

 

Organization

• Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals; Analyzes market and completion and adapts strategy to changing conditions.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.
• Business Necessity – The needs of the employer may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances, goals, personnel, work processes, technology, and customer demands. Therefore, it may become necessary to make modifications to how business is conducted and work is accomplished, with minimal or no advance notice to employees.  Accordingly the employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.
• Safety and Security –All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.

 

SUPERVISORY RESPONSIBILITIES:                                          

Directly supervises Property Managers I and II. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

 

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION AND/OR EXPERIENCE:     

Bachelor's degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

 

LANGUAGE SKILLS:                                             

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

 

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of: Word Processing, Excel, some type of regulatory software.

 

 

CERTIFICATES, LICENSES, REGISTRATIONS:

• Leasing Agent License or Broker
• Regulatory Designation(s) – Certified Occupancy Specialist, Tax Credit Certification, ARM/CAM or equivalent
• CPM
• Valid Driver’s License, auto insurance and access to a car

 

OTHER SKILL, ABILITIES, AND QUALIFICATIONS:

• 3 years of property supervision (multiple properties) or 5 years of experience as the Manager of a large property
• Both on-site and property supervision experience

• Due to the constant need to complete forms; must understand and implement compliance regulations; read and review reports and a wide variety of correspondence.
• Effectively communicates with employees, peers, external public, owners, vendors and residents (handle concerns, complaints and issues)
• Must have the ability to inspect property, grounds and apartments
• Must be able to work in a fast-paced, multi-faceted and customer service-oriented environment
• Must have good supervisory skills
• Must be able to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills
• Must be able to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action
• Communicate, effectively, in writing (grammar, spelling, etc.), and verbally
• Must be able to understand financial statements, balance sheets and budgets and have very good math skills
• One Site software experience

 

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.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 10 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.

 

The noise level in the work environment is usually moderate.