Assistant Director, Multifamily Housing Management

Career Opportunity for experienced Housing Management professionals. Manage operations of income-restricted rental housing. Responsible for the daily operations at all existing rental housing properties owned and operated by Bay Aging. Properties are funded and regulated by various affordable housing programs such as U.S. Department of Housing and Urban Development (HUD) Section 202 Supportive Housing for the Elderly Program (202), Virginia Housing, Low-Income Housing Tax Credit (LIHTC), Federal Home Loan Bank, and Virginia Department of Housing and Community Development (DHCD) Affordable and Special Needs Housing, HOME, and Virginia Housing Trust Fund. Supervise the work of all Property Site Coordinators and Resident Service Coordinators. Reports to Senior Vice President, Housing. Essential functions Supervise the Operation of Rental Housing Properties and the Work of Property Site Coordinators. (75%) Personnel supervision: Provide support and guidance to the Property Site Coordinators e.g. troubleshoot issues related to property management finance/policy/reports and advise on course of action for repeated violations of the terms of the lease. Ensure coverage for Property Site Coordinators on leave. Develop systems and tools to improve the work across all properties (e.g. standard procedure manual). Supervise Administrative Assistant assigned to coordinating the pre-application process, with a focus on customer service. Budget administration: Work with Bay Aging Finance department to review budgets for each property monthly and when pursuing an unplanned or unusual expense. Assess rent levels at each property annually. Submit requests for budget-based rent increases and the review of utility allowances to funders in collaboration with Finance department. Procurement of outside contractors and coordination with Bay Aging Facilities Maintenance: Participate in the management of third-party contracts for services required at each property (e.g. landscaping, HVAC, plumbing, electrical, snow removal, maintenance). Conduct a periodic review of each contract to ensure best value for money. Draft request for proposals when planned expenditures are expected to exceed company financial procurement policy minimums for multiple bids. Prioritize and coordinate physical improvement and maintenance tasks with Facilities Maintenance. Brand reputation: Maintain and update the Affirmative Fair Housing Marketing Plan to attract populations least likely to apply for rental housing. Participate in opportunities that position staff to stay up to date on the best practices of rental housing management. Conduct meetings to interface with tenants to ensure customer satisfaction. Compliance: Responsible for tracking and implementing changes on rules, regulations, and forms issued by regulatory agencies to ensure continued compliance with program requirements. Assist Compliance Specialist with funder file and policy audit/monitoring/review. Represent Bay Aging during administrative audits performed by funder representatives periodically at each property. Participate in periodic property physical inspections performed by funders, third-party contractors, or Bay Aging staff. Supervise the Work of Resident Service Coordinators and Facilitate Community Partnerships (20%) Personnel supervision: Provide support and guidance to the Resident Service Coordinators e.g. support problem-solving for difficult cases at the apartments, facilitate connections to community partners for educational events, approve schedules for roving between assigned sites, review written deliverables distributed to tenants, and ensure timely submissions of required reporting. Participate in opportunities that increase public awareness of rental housing such as representation at community meetings, producing media releases, and coordination with local initiatives. Affordable Housing Program and Real Estate Development Support (5%): Pursue opportunities for, determine feasibility of, and plan operations for contract services of rental housing property management. Support the grant writing and funding application process to promote the creation of affordable housing programs and properties. Support various contract/consultant procurement and transactions with due diligence, regular follow-up, and reporting to ensure timely completion of activities. Establish budgets and monitor spending to ensure drawdown and compliance. DECISION MAKING Work independently across all properties and manage a wide variety of tasks autonomously. Some tasks are repetitive and driven by the monthly calendar (rent collection monitoring, Housing Assistance Payment reports, invoice processing, and regular property inspections and maintenance needs) and some are non-repetitive tasks and supervisory in nature (e.g. overseeing the work of several employees, explore new housing acquisition, development, and operational expansion opportunities). Elevate cases leading to the possible eviction of a resident. Work closely with and seek approval from supervisor and Finance department on large expenses or in cases requiring a change in lease terms or policy. Authorization for approving expenses under $1,000. Decision making: Independently manages all daily responsibilities relative to property management operations. Informs supervisor in cases leading to evictions and for budget arbitrations. Works closely with supervisor when considering capital investment or in the development of new programs. KNOWLEDGE Rely on extensive on-the-job training and experience to accomplish the work. Working knowledge of: Funder payment and tenant compliance monitoring systems (i.e. HUD TRACS, NextGen, DHCD CAMS) Third-party funder-approved property management software systems Microsoft Office programs (e.g. Word, Excel, Outlook, PowerPoint) Various federal, state, and local housing program rules and regulations Fair Housing law and its application to publicly funded housing programs Virginia Residential Landlord and Tenant Act Has received formal training in affordable housing programs. ABILITIES Handle multiple priorities across the different properties managed directly by Property Site Coordinators and Resident Service Coordinators. Establish and maintain effective relationships with a wide variety of stakeholders (e.g. residents, contractors, vendors, Bay Aging employees and Board of Directors, funders, professionals working for community-based organizations, and local, state and federal representatives and elected officials). Maintain knowledge and facilitate coordination with various human service programs designed to support residents in independent-living rental housing. Excellent verbal communication skills in-person and over virtual platforms and telecommunication devices. Excellent written communication skills (letters, memos, reports, emails, text messaging, funding requests). Intermediate knowledge of financial procurement and budgets WORKING ENVIRONMENT Office-based position with light physical requirements (ability to lift 25 lbs., walking, climbing stairs). Emergency contact on-call 24/7 for Bay Aging-operated rental housing. Frequent travel is required within the service area between properties and the Bay Housing office. Occasional overnight travel to attend trainings and meetings. 20% of the essential functions of the position can be performed remotely with a smartphone, computer, and internet connection. Bachelors degree and three (3) to five (5) years of supervisory, affordable housing program administration, and/or business management/development experience are preferred. However, a high school diploma and five (5) to eight (8) years of supervisory, affordable housing program administration, and/or business management/development experience can be substituted for the degree requirement. Must possess a valid drivers license. FLSA status: This is an exempt position. Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work. Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.