Assistant Property Manager

Kingsport Housing; Kingsport, Northern (TN, KY); Hybrid; USD 36,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Pension

Long-term disability

Life insurance

Job summary

Kingsport Housing and Redevelopment Authority seeks an Assistant Property Manager to support property management and maintenance staff through a range of administrative tasks, rent collection, and reporting.

Responsibilities include handling inquiries, assisting with leases and certifications, processing deposits, and coordinating with residents and contractors. Strong organizational and customer-service skills are essential.

Qualifications

• Graduation from an accredited four year high school with vocational or technical training in secretarial science or related field.
• Minimum of two years of general office experience.
• Experience working with the public, preferably in a governmental setting.
• Knowledge of KHRA policies, procedures and rental operations; HUD regulations and LIHTC reporting requirements.
• Strong organizational, interpersonal and decision-making skills.

Responsibilities

• Assist with rent collection and preparing bank deposits.
• Coordinate financial transactions and reporting for the property.
• Prepare operational reports and related documents.
• Serve as first point of contact for residents and applicants.
• Maintain records and assist with audits and documentation.
• Assist with move-in packets and resident leases, including recertifications.
• Distribute keys and manage related logs.
• Monitor office supplies and inventory levels.
• Assist with annual/interim recertifications and welfare checks.
• Support with communications and notices to residents and contractors.

Skills

Customer service

Interpersonal skills

Organizational skills

Decision-making

Time management

Education

High school diploma

Vocational/technical training (secretarial)

Job description

Description

Description

Reports To: Executive Director

Full-Time/ Part-Time: Full-Time

Hourly/Salary: Salary, $39,500 annually

FLSA Classification: Exempt

Benefit Eligible:

Group Health Insurance (80% Employer Paid)

Pension, Long Term Disability, and Life Insurance Policy Eligible (Employer Paid upon eligibility)

The position of Assistant Property Manager will support the property management and maintenance staff of the Kingsport Housing and Redevelopment Authority (KHRA) through a variety of operational and administrative functions. Common activities associated with the job include receiving and directing the foot-traffic of the office, responding to inquiries and requests for assistance by applicants, residents, staff and the general public as well as assisting with the preparation of operational reports and related documents. Additional duties include assisting with the rent collection process, preparing bank deposits and coordinating financial transactions associated with the property, and leasing and management activities. Job responsibilities require excellent interpersonal skills, organizational decision-making skills, dedicated attention to detail, considerable knowledge of KHRA’s policies and procedures pertaining to rental operations, considerable experience in performing office-related activities, and the ability to prioritize assigned tasks in order to meet multiple job assignments and reporting deadlines.

Job performance is evaluated by the Deputy Director through review of the accuracy, timeliness and thoroughness of assigned work, knowledge of rental programs and reporting requirements, level of administrative support provided to the office, and organizational decision-making skills. Job related duties are also subject to regular internal and external annual audits as well as audits from the Tennessee Housing & Development Agency (THDA) and Department of Housing and Urban Development (HUD).

Illustrative Examples of Work:

• Under the direction of the Property manager, the assistant property manger will ensure the property operates within HUD and Low-Income Housing Tax Credit (LIHTC) rules and regulations.
• Interacts daily with supervisors, applicants, residents, co-workers, program administrators, other government and social service agencies as well as the general public.
• Serves as first point of contact for the residents of the Myrtle Street properties to resolve resident issues
• Receives and receipts rental payments for submission to the central office and maintains records of any delinquent accounts.
• Processes daily incoming and outgoing mail and assists with coordinating large mailing projects.
• Assists with compiling, completing and maintaining resident information required for court documentation and eviction warrants.
• Assists in the preparation of move-in packets and new resident leases, including re-certification paperwork and adjustment documentation.
• Prepares communication notices for residents, contractors, social service providers, resident associations, etc.
• Compiles and completes lists of vacant units as necessary.
• Prepares documents, forms, and reports and assists with submission of pertinent information to appropriate agencies.
• Distributes keys to maintenance staff, contractors and residents and maintains logs associated with the distribution and receipt of keys.
• Assists in monitoring office supply inventory levels and replenishes and stocks supplies as necessary.
• Compiles a variety of program information and any related documentation for meetings as necessary.
• Assists with annual and interim recertifications, calculating unreported income and retroactive charges and ensures that all necessary paperwork has been signed by residents.
• Conducts welfare checks, unit, and grounds inspections at the request of the Property Manager.
• Updates bulletin boards with changes in income limits and fair market rents, updated rental policies and procedures, etc. as necessary.
• Performs related duties as required.

Requirements

Necessary Requirements of Work:

Graduation from an accredited four year high school supplemented with vocational or technical training in secretarial science or closely related field; a minimum of two years of general office experience, considerable experience working with the public preferably in a governmental setting; good organizational, interpersonal and decision-making skills; considerable knowledge of the KHRA’s policies, procedures and operational policies; considerable knowledge of Tax Credit Regulations and HUD regulations and reporting requirements pertaining to rental operations; or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:

• Considerable knowledge of existing lease provisions, grievance procedures and eviction policies and procedures.
• Considerable knowledge of contemporary office management practices and organization combined with excellent clerical and administrative skills.
• Considerable knowledge of commonly accepted business writing and grammatical styles and formats utilized for correspondence, reports, etc.
• Ability to perform required mathematical calculations in a consistently accurate and thorough manner.
• Ability to effectively organize and prioritize multiple tasks and consistently meet job demands including all established deadlines and reporting requirements.
• Ability to consistently make timely, appropriate decisions in response to a variety of situations encountered on the job.
• Ability to maintain all records, reports, files and related documentation in an organized and accessible manner and ensure the confidentiality of sensitive information.
• Skill in diffusing potentially difficult situations and providing adequate customer service.

Necessary Special Requirements:

Possession of a valid Tennessee Drivers License and the ability to be insured at standard vehicle liability rates.

Must obtain and maintain the following certifications within 30 but no more than 90 days of employment or other time frame approved by Executive Director:

• HCV Specialist
• RAD PBV Specialist
• Tax Credit Specialist