Director of Asset Management

Description

Summary

The Director of Asset Management’s primary purpose is to direct, manage, and oversee the Asset Management Department of the Housing Authority of the City of Fort Myers (HACFM).  This Department is charged with supervising the Management Company’s compliance will all local, state, and federal regulations, ensuring the long-term financial health, physical quality, and regulatory/statutory compliance of HACFM’s physical assets including Public Housing, Workforce Housing, Project Based Vouchers (PBV)/ Low Income Housing Tax Credits (LIHTC) properties and Market Rate Housing.   This position requires extensive knowledge and experience with HUD regulations, Tax Credits and Compliance.  This position will oversee the technical and administrative functions of management, maintenance and modernization activities and contract administration services for HACFM’s properties.  Although this position does not supervise the Modernization or Resident Services staff, the position is responsible for coordinating with the Modernization staff to execute Capital Plans for HACFM properties and coordinating with the Resident Services staff to implement services for HACFM communities. All other staff in the Asset Management Department report directly or indirectly to the Director of Asset Management. The position is also responsible for strategic planning/goal setting, planning and coordination of crime prevention and security programs in all developments and facilities; and development and implementation of strategies to preserve and enhance the value and condition of all properties, as well as directing, overseeing, and assessing the performance of application processing, property leasing and management, maintenance of properties, construction projects and fleet management. This position is also responsible for establishing and maintaining appropriate policies and procedures necessary to implement the HACFM Asset Management programs and functions to effectively ensure that federal, state, local and HACFM regulations and performance goals are met or exceeded.  The Director of Asset Management exercises considerable independent judgment and initiative in performing the duties of the position and must exercise tact and courtesy in contact with federal, state, and local officials, consultants, housing agencies, residents, and the public.   This position must show an understanding that it is essential that HACFM’s managed properties comply with all contractual, regulatory and statutory requirements and that all reporting requirements are met in a timely and accurate manner.   This position will report to the Executive Director.

All activities must support the Housing Authority of the City of Fort Myers (“HACFM” or “Authority”) mission, strategic goals, and objectives.

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.

• Overall management and performance of HACFM’s properties.
• Direct responsibility for all functions of a created management company. 
• Manage the HACFM’s assets, ensuring each property operates to optimal efficiency, achieves target outcomes, and fulfills HACFM’s mission.
• Monitor the performance and program compliance of assets through reviews of financial, operational, and tax reporting.
• Oversee and collaborate with contracted property management to maintain annual project compliance, monitoring schedules, project financials for conformity to budgets and ensure that annual property budgets are prepared.
• Prepare and assess monthly financial and operating statements.
• Monitor expenditures and make appropriate budget adjustments.
• Supervise the collection of rents and all monies on site and ensure prompt deposit and accurate record keeping of these funds.
• Ensure invoices are submitted to the finance department for payment in a timely manner and adhere to the purchase order system.
• Supervise and monitor the activities of any contracted property management companies, evaluate the financial performance, maintenance of the property, enforcement of the lease and resident relations.
• Comply with all federal, state and local rules and regulations, as well as agency rules and regulations.
• Represent HACFM in a positive, professional manner always and uphold the agency’s values and mission.
• Direct supervision of all Asset Management staff.
• Work in a highly collaborative, team environment with executive staff, main office staff, property managers, maintenance staff, residents, and contractors.
• Supervise, train, and coordinate all onsite staff members to ensure they are contributing positively to the community to achieve goals and standards set by the agency.
• Handle all personnel matters for the department.
• Monitor, inspect, and supervise the work of all onsite staff, outside vendors, and contractors.
• Ensure properties are leased to fullest capacity.
• Conduct administrative duties including the preparation of weekly and monthly reports.
• Conduct, at a minimum, monthly staff meetings.
• Perform all other duties as assigned.

Public Housing Properties:

• Plan, manage, coordinate, and direct staff in achieving high performing REAC and PHAS indicator scores.  

• Review staff’s investigations of tenant complaints.
• In conjunction with Asset Management staff, review the maintenance needs for all buildings, units and grounds.
• Complete and submit, timely and accurately, all records, reports and documents required by HUD and HACFM related to the Asset Management department or as requested.
• Ensure compliance with all HUD and Fair Housing regulations.
• Monitor Staff for:
  • Appropriate and timely lease up
  • Proper lease orientation
  • Proper unit transfers and move outs to ensure unit turnaround time per management and PHAS requirements
  • Timely recertifications and correct reviews; ensuring staff are following the HUD Verification Guidelines
  • Monthly rent collection rate and collection loss-write offs per PHAS requirements and management set goals
  • Follow up with delinquent tenant payments
  • Preparation and distribution of notices such as late notices, and eviction notices
  • Lease enforcement and ensure lease violations are processed in accordance with PHA lease and ACOP
  • Proper use of the work order system ensuring that all open work orders are completed and closed in a timely manner
  • Surveying of residents to ensure resident satisfaction on work orders or customer satisfaction related to other property items
  • Maintaining appropriate levels of inventory and warehouse organization and cleanliness
  • Performance of daily grounds inspections and ensuring any curb appeal issues are addressed
  • Proper conducting of annual, special and vacant unit inspections
  • Proper conducting of annual inspections to adhere to UPCS requirements
  • Maintaining accurate and organized tenant files per the HACFM checklist and performance of quality control reviews of tenant files in accordance with appropriate rules and regulations

PBV/LIHTC Properties:

• Ensure the compliance of the properties in accordance with the Low-income Housing Tax Credit Program, Property Entity Agreements, State and HUD requirements.
• Review monthly books and records at the project level to ensure the property is operating as underwritten.
• Work directly with federal, state, investment and lending agencies, to ensure properties maintain compliance with HUD Multifamily Section 8, Section 42 LIHTC (Housing Credit), and other Florida Housing Finance Corporation programs.
• Work with the CFO to produce a quarterly investor report summarizing the operations for each property including risk rating, review of financial statements, and property operations.
• Work with CFO to calculate the annual property cash flow, monitor cash distributions, and ensure the distribution priority of the Property Entity Agreement is followed.
• Work with CFO to review and facilitate approval of all Requests for Consent received from the General Partner or its Affiliates, as applicable, including, but not limited to, reserve withdrawal requests, management company changes, loan refinancing requests, and General Partner replacements.
• Ensure policies and procedures are followed to meet HUD Multifamily and Section 42 Tax Credit annual recertification requirements.
• Ensure required HUD forms (HUD-9839, HUD-9832, HUD-2530, etc.) are current, and Affirmative Fair Housing Marketing Plans are updated every five years, or as needed.

• Identify and analyze under-performing and troubled assets and prepare and implement work-out strategies, if applicable.
• Ensure staff are properly managing and monitoring the Waiting Lists.
• Ensure staff are properly leasing, screening and conducting eligibility reviews for unit lease up in accordance with property Tenant Selection Plan (TSP).
• Ensure staff are properly conducting annual LIHTC Recertifications.
• Ensure staff maintain detailed and accurate confidential files and records in compliance with LIHTC and HUD requirements.
• Ensure compliance with the requirements of and the preparation of reports to LIHTC investor(s).
• Work with the site management team to review current guidelines and prepare for all compliance inspections with expectations of achieving maximum scores/ratings.
• Prepare for MOR reviews.
• Perform all other duties as assigned.

Qualifications

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

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.

Initiative: Proactively seeks solutions to resolve unexpected challenges.  Actively assists others without formal/informal direction.  Possesses the capacity to learn and actively seeks developmental feedback.  Applies feedback for continued growth by mastering concepts needed to perform work.

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

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Reliability: Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Authority expectations.  Performs work in a reliable manner that is both accurate and timely. Ensures a positive record of attendance.

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

Education and/or Experience

• Must have LIHTC Certification (HCCP, SCHM, TCS) within the last 2 years.
• Working knowledge of Section 42 Tax Credits and Project Based Section 8 Management.
• 2 years of college or 10 years related property management experience preferred.
• Property Management course (CAM) a plus.
• Brokers license preferred.
• Must have experience as a multi-site supervisor.
• Fully understanding property management and its financial aspects.
• English required; Bi-lingual English/Spanish preferred.
• Ability to work nights, weekends or non-regular hours.
• Housing Software Platforms required.
• Knowledge of Microsoft Office products.
• Bondable.
• Valid State of Florida Driver’s License.
• Eligible for coverage under HACFM fleet auto insurance.

Must possess a valid driver’s license and be insurable under the Authority’s plan.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks in addition to:

• Working knowledge of Section 42 Tax Credits and Project Based Section 8.
• Must know REAC and MOR rules.
• Demonstrate an ability to get along with others effectively; as a leader and participate as a team member; and to give and accept criticism constructively.
• Write clearly and informatively; able to read, write and interpret documents of a technical nature.
• Able to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Attend highly detailed work accurately and efficiently; able to organize and work independently in an environment of frequent interruptions.
• High level ability to plan projects effectively, manage timely implementation and effectively.
• Ability to meet schedules and timelines; demonstrate excellent ability to work independently with little direction.
• Show a strong commitment to maintain confidentiality in all assignments.
• Ability to communicate with people of varying levels of education and socio-economic backgrounds as needed to provide assistance, obtain information and explain policies and procedures.
• Ability to communicate in writing with people of varying levels of education and socio-economic backgrounds as needed to prepare and complete forms, letters, and notices.
• Ability to act independently and follow-up to complete work in a timely and accurate manner.
• Ability to perform basic arithmetic computations including addition, subtraction, multiplication, and division using decimals and percentages with speed and accuracy.
• Knowledge of Housing Authority of the City of Fort Myers management policies and procedures to respond to inquiries from employees, residents and the public regarding public housing dwelling leases.
• Knowledge of standard office practices and procedures including typing, filing, assisting clients, the public, and answering telephones.

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.

Read and Acknowledged

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Employee Signature                                        Date

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