Floating Assistant Property Manager II

Rogerson Communities - Boston, MA

Full-time

Boston, MA

Nursing and Residential Care Facilities

About the position

The Floating Assistant Property Manager II plays a crucial role in the management of assigned properties, ensuring that all clerical work, financial record keeping, and reporting are conducted efficiently. This position requires the individual to travel as needed to designated properties to provide support, making it essential for the candidate to be organized and capable of managing multiple projects simultaneously. The role involves a variety of responsibilities, including maintaining occupancy records, conducting inspections, and overseeing maintenance staff in the absence of the Property Manager. The Floating Assistant Property Manager II must also ensure compliance with HUD guidelines and regulations, as well as federal and state laws related to housing and tenant rights. In addition to clerical duties, the Floating Assistant Property Manager II is responsible for financial tasks such as collecting and recording receivables, processing invoices, and collaborating with the Property Manager to complete month-end reconciliations. The position requires excellent communication skills, as the individual will interact with tenants, vendors, and contractors, ensuring that all operations run smoothly and efficiently. The ability to visually inspect properties and walk through all areas during emergencies is also a critical aspect of this role, highlighting the need for physical capability and attention to detail. Overall, the Floating Assistant Property Manager II is a dynamic position that requires a blend of administrative, financial, and interpersonal skills to effectively manage property operations and support the Property Manager in achieving organizational goals.

Responsibilities

• Prepare and process all leases and related resident forms.
• Follow up with Property Manager and DOH to obtain approval for new move-ins.
• Follow HUD guidelines and regulations set forth in HUD handbook 4350.3 and subsequent notices.
• Conduct all business in accordance with Rogerson's policies and procedures, Fair Housing, ADA, and all other Federal and State laws.
• Process and monitor Enterprise Income Verification (EIV) for discrepancies and complete required reports.
• Perform and certify daily and weekly inspections of the facility.
• Monitor cleaning and maintenance activity and provide input to Property Manager on staff performance.
• Supervise maintenance staff in the absence of the Property Manager.
• Assist Property Manager in overseeing the on-site performance of vendors and independent contractors.
• Collect, record, and deposit all receivables, such as rents and miscellaneous charges.
• Process check requests and invoices for approval by Property Manager.
• Initiate 'late' and '30-day' notices for Property Manager.
• Submit all rent collection data to Rogerson Communities, Director of Housing, and Property Manager.
• Purchase materials and supplies as approved by Property Manager.
• Collaborate with Property Manager to complete the Month End reconciliation by the 25th.
• Examine all invoices and code them in conformity with vendor codes and chart of accounts.
• Collaborate with Property Manager to prepare and reconcile Section 8 voucher every month.
• Compile annual verification and re-certification for each tenant.
• Maintain all tenant and building records and files according to Agency compliance requirements.
• Maintain office equipment in good condition and appropriate stock of office supplies.
• Facilitate and meet with prospective tenants to show properties, conduct interviews, and explain terms of occupancy.
• Prepare and process 'Annual Waitlist Updates' to maintain accurate information of potential residents.
• Provide coverage at one or more sites without a Property Manager or Assistant Property Manager.

Requirements

• College degree preferred, or three consecutive years' experience in property management as a substitute.
• Experience maintaining payable and receivable records and producing monthly financial summary reports.
• Ability to visually inspect property at close level of detail.
• Must be able to walk to all parts of the building during emergencies and for inspections.
• Ability to travel to different communities.
• Organized, with the ability to manage multiple projects at once.
• Excellent communication skills.