Regional Manager

POSITION PURPOSE

 The Regional Manager is responsible for the strategic oversight and operational performance of a portfolio of affordable housing properties to ensure financial health, regulatory compliance, and physical integrity. This role serves as a key liaison between ownership, property management, investors, and agencies. The Regional Manager is accountable for optimizing income through effective rent collection oversight and occupancy management, controlling expenses through cost-efficient procurement and vendor management, and ensuring consistent adherence to maintenance standards and inspection readiness. Additionally, the position provides leadership in staff development, performance evaluations, and policy enforcement, while also managing resident relations, special claims, insurance matters, and capital improvement planning. Through regular site visits, audits, and training coordination, the Regional Manager upholds organizational standards and drives performance outcomes aligned with company goals and housing program requirements.

ESSENTIAL FUNCTIONS

INCOME 

Rent Collection

• Hold Property Manager accountable for Standard Operating Procedures for rent collection
• Ensure HAP Request is transmitted by 10th of the month
• Ensure RD “HAP” Worksheet is approved by 25th of the month
• Prepare Utility Analysis (UA) Worksheet and supporting documentation for applicable HAP Contract Renewals
• Ensure submission of HAP Contract Renewals 120-days prior to expiration date
• Confirm RD Budget + Rent Increase submission by deadline
• Prepare & submit non-Section 8 rent increases by deadline

o   Ensure late notice are provided to tenants

o   Ensure late fees are applied correctly

Housing Assistance Payments / Rent Increases

Occupancy

• Responsible for maintaining occupancy
• Document concerted efforts to lease when below acceptable occupancy
• Ensure Property Manager is maintaining waitlist
• Ensure Property Manager is processing waitlist
• Ensure vacant unit is leased within 45 days
• Report monthly occupancy to MHDC, Owners, and Investors

o   90% for 40 units

o   95% for 40 units

o   Existing waitlist should equal 10% of unit count

o   Purge waitlist in August

o   Receiving Applications: Incoming Applications to be reviewed for completeness within 24 hours

o   Advertising (adhering to AFHMP)

o   Submitting complete and timely New Applicant files to Compliance for review

o   Responding to items needed by Compliance for approval

EXPENSES 

• Review costs
• Determine most cost-effective options
• Review and approve Purchase Orders
• Manage vendor contracts
• Coordinate with Accounting to review and approve bill summaries before checks are issued
• Create annual budgets in software system for the upcoming fiscal year

PHYSICAL 

• Inspect property quarterly
• Responsible for the physical condition of the property
• Responsible for implementation of FAMC policies and procedures
• Ensure vacant units are in make-ready condition within 7 days of move-out
• Prepare for and responsible for success/failure of inspections (MHDC, Investor, REAC)

o   Walk full property every quarter at site visit

o   Discuss and inspect issues relative to the physical condition with Property Manager

o   Evaluate Property Manager compliance with entire EIV System Security Policy

o   Provide tenant file auditing

o   Ensure Property Manager handles the regular property maintenance issues

o   Ensure Property Manager is holding Maintenance staff accountable for timely Work Orders and quality craftsmanship and maintaining Work Order status in Yardi

o   Full walkthrough 30 days prior to inspection

o   Follow-up on inspection repair notes/findings

                        24 hours for Health & Safety

                        30 calendar days for all non-Health & Safety

• Manage Replacement Reserve requests
• Manage Insurance Claims
• Manage Special Claims

PERSONNEL 

• Work with Training Manager to train and equip Property Managers to effectively manage their core responsibilities
• Develop Property Managers’ understanding of Fair Housing Act principles and importance of adhering to policies designed to protect applicants, residents, employees, and owners
• Maintain regular communication with Property Manager between site visits
• Support and serve site staff through regular property visits

o   Provide decision-making based on property needs, budgetary constraints, and established FMC policies and procedure

o   Respond to emergencies

o   Resolve site staffing needs

o   Provide on-going property staff development

• Maintain accountability and disciplinary standards
• Ensure adherence to Employee Handbook
• Maintain schedule of annual Employee Evaluations of property staff (mid-September)

o   Manage and coordinate any disciplinary action through HR

o   Maintain record of disciplinary action with HR

o   Review property staff annual Employee Reviews conducted by Property Manager

o   Provide annual Employee Evaluation of Property Manager

• Conduct individual discussions, quarterly, with each property staff member regarding issues or concerns
• Investigate complaints, determine appropriate action, and notify supervisor & Director of Management of plan
• Demonstrate and expect excellent customer service skills
• Responsible to make measured and impactful hires for the Property Manager position resulting in minimal turnover rate

MANAGEMENT ACCOUNTABILITY

• Monitor Petty Cash and reconcile at least monthly
• Monitor and approve Security Deposit Reconciliations

o   Ensure completion within specific timeframe (7-days after move-out)

• Develop and maintain a schedule of charges for tenant damages
• Monitor and approve property Expense Reports
• Approve Payment Agreements
• Respond to rejected Applicant disputes within 5 calendar days
• Ensure adherence to Grievance Procedure
• Schedule annual Resident Meetings

o   Encourage communication with Management

o   Allow Residents to voice concerns and/or ask questions

o   Allow staff to explain policy and/or procedures

• Meet with local authorities and government officials to deal with crime or other issues

MISCELLANEOUS 

• Assist with FMC annual training events
• Prepare & present Management-related material (reports, instructional guides, etc.)
• Other duties as may be assigned

QUALIFICATIONS

EDUCATION/CERTIFICATION:        College Degree with emphasis in Accounting, Business Management and/or English strongly preferred.

REQUIRED KNOWLEDGE:                Knowledge of property management and accounting principles.

EXPERIENCE REQUIRED:                 Prefer at least 3 years of experience in property management, construction, and/or development experience.

Prefer at least 3 years of experience in developing and managing budgets.

SKILLS/ABILITIES:                            Customer service skills, communication skills, multi-tasking, attention to detail, organization, telephone skills, data entry, accounting, finance, flexibility, and ability to work under deadlines to meet goals.

PHYICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

TALKING:                               Ability to speak effectively and communicate clearly

AVERAGE HEARING:             Able to hear average conversations

REPETITIVE MOTION:          The employee is regularly required to sit and type continuously throughout the day

FINGER DEXTERITY:             The employee is regularly required to use hands to type and drive.

AVERAGE VISION:                 Specific vision abilities required by this job include

close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

PHYSICAL STRENGTH:         The employee must occasionally lift and/or move up to 15 pounds.

TRAVEL:                                 The employee must have the ability to drive and/or ride to properties in other locations. Routine overnight stays are required.

WORKING CONDITIONS      General office environment. Quiet surroundings. Adequate

lighting. Monthly/Quarterly travel to properties required. May also work outdoors at site properties which may expose them to weather extremes.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REASONING ABILITY:           Ability to deal with a variety of variables under only limited standardization.

MATHEMATICS ABILITY:      Ability to add, subtract, multiply and divide in all units of measure using whole numbers and common fractions.

LANGUAGE ABILITY:            Ability to read, analyze, and interpret work-related documents. Ability to communicate clearly.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

 Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.