DISTRICT MANAGER - OKLAHOMA

SUMMARY

Manages apartment communities for the owners by performing or delegating the following duties. This position will require travel 80% of the time throughout Oklahoma.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Screen all applicants as per Tenant Selection Criteria, prior to occupancy approval. Written documentation of screening results will be kept in file or attached to pending/rejected applications.

2. Complete all Rural Development ("RD"), HUD, Tax Credit and Belmont Management Company, Inc. ("Belmont ") required paperwork for tenant files, when applicable. All paperwork must be completed and signed by resident prior to move-in and / or recertification date.

3. Submit all paperwork on each tenant to the Corporate Office according to the following schedule:

a. Annual RD recertification or lease renewals shall be received in the Corporate Office 30 days prior to the effective date. HUD recertifications are required 60 days prior to the effective date.

b. Move-in paperwork shall be mailed to the Corporate Office four (4) days prior to move-in date.

c. Move-out paperwork shall be mailed to the Corporate Office within 24 hours of the move-out date. This includes Collection Reporting forms.

4. Collect all security deposits and mail the same day as collected to the Corporate Office.

5. Rent will be prorated for move-ins after the first of the month and move-outs prior to the end of the month. Pro rations of rent will be calculated on based on actual days in the month.

6. Collects all rents by the tenth of each month and be deposited in the designated financial institution on the same day as collected. Late and/or partial payment may be arranged in case of a hardship, with prior approval of the Regional Vice President. Rent will not be carried over to the next month without prior approval from the Regional Vice President. HUD communities will collect rent following HUD guidelines.

7. Verify with the appropriate utility company that the applicable utilities have been placed in the resident's name prior to issuing a key. Resident will receive one key at the time of move-in.

8. Enforce all RD, HUD and Tax Credit policies, property rules and regulations strictly and fairly. A written warning will be issued to tenants for noncompliance when a written complaint has been received and/or verified. A corrective interview may be conducted at the time of issuance of a warning. Written documentation will be placed in the resident's file for any verbal discussion of a warning given. District Manager or Assistant Manager will give written warning and conduct corrective interviews.

9. Serves "Notice to Quit" to resident both in person and certified mail. District Manager is responsible for ensuring that the eviction takes place and notifying Regional Vice President of any problems that have been incurred.

10. Evaluate maintenance items; if only a minor repair is needed, these duties may be performed by either the District Manager or the Resident Manager (See below). Only after the District Manager has established that they cannot correct the problem, they will fill out a "Work Order" and call an approved contractor or a Belmont Maintenance Technician. A written log of all "Work Orders" will be maintained on the Unit Maintenance File, showing when the "Work Order” was placed, the “Work Orders” status, and completion. In case of an emergency, they will proceed as needed to handle the situation.

Minor Repairs That You Can Fix

a. Change doorbell button.

b. Change dead bolt.

c. Change entry lock.

d. Change back set.

e. Change striker plate.

f. Change peephole view finder.

g. Install doorstops (spring or 4" round plastic).

h. Replacement broken outlet covers and receptacle covers.

i. Replace light bulbs.

j. Replace light cover glass.

k. Replace drip pans, rings or drip bowls.

l. Remove, clean and replace aerator on faucet.

m. Reset garbage disposal.

n. Use wrench to unjam garbage disposal.

o. Replace sink strainer or garbage disposal strainer.

p. Replace mini-blinds.

q. Level refrigerator by running down screw leg.

r. Replace handle on cabinets.

s. Replace toilet seat, flapper, fluid master, or handle.

t. Unstop toilets.

u. Replace tub controls (on/off & temperature).

v. Replace toilet paper holder, towel rack, or toothbrush holder.

w. Replace heat lamp, vanity lights, or globes (glass).

x. Replace screens.

y. Check P-trap for blockage.

z. Change HVAC air filters.

11. Complete walk-through procedure with resident prior to move-in, documenting any pre-existing flaws in the apartment. Show each resident where the water shutoff and circuit breakers are located. Explain the fire sprinkler system, the smoke alarm and emergency system, as applicable.

12. Complete walk-through procedure with resident at the time of move-out, documenting any damages or items that will need to be cleaned. Any cost for cleaning, damages, additional charges, etc. will be deducted from the Security Deposit and District Manager or Assistant Manager will inform vacating resident at the time of the walk-through. Any unpaid funds due the apartment community in excess of $50 (including but not limited to unpaid rent, tenant incurred damages and cleaning costs) will be reported on Form 703 "Request for Security Deposit Refund," along with the required Collection Reporting forms, so that the tenant can be turned over to a collection agency. All Collection Reporting Forms mustaccompany the move-out form.

13. Accompany the exterminating technician in each unit on the scheduled date to conduct a mandatory cleaning inspection. Notices, Form 813 "Notice of Personnel Entry," will be served a minimum of 24 hours prior to the scheduled extermination date (prefer 72 hours prior). Any apartment not kept in a clean sanitary condition will receive a written notification/warning to bring the apartment into compliance.

14. Perform marketing and community contacts monthly as outlined in the property Affirmative Fair Housing Marketing Plan. Keep written documentation of all contacts covered in the AFHMP on Form 812 "AFHMP Marketing Contacts."

14.15. Maintain required level of occupancy, rent collection, and expenses as budgeted per property. Review the current monthly financial statement (P&L) with Regional Vice President or designated representative.

16. Responsible for the parking lot, breezeways, and grounds being free of trash and debris. Watering of the landscaping and lawns, as required.

17. Supervise maintenance of grounds, including mowing, edging, fertilizing, as needed. Any unsatisfactory workmanship should be reported to the Regional Vice President on Form 822 “Manager Lawn Care Evaluation.”

18. Supervise the removal of ice and snow, as needed.

19. Attend all training sessions as required by Belmont Management Company, Inc.

20. Build good working relationships with local and state officials.

21. Read and be familiar with RD, HUD, Belmont, and Tax Credit instructional handbooks and procedural updates, as applicable.

22. Unlock resident’s door in the event of a lockout after hours and collect a $10.00 fee for yourself.

23. Complete Form 806 “Employee Time Card” and forward to the Corporate Office on the 16th (for the 1st - 15th) and the 1st (for the 16th to the last day of the previous month) listing actual hours worked for the Regional Vice President’s approval.

24. Report vacancies monthly to the Accounts Receivable Assistant on the 1st day of each month.

25. Supervise locking and unlocking the community room and laundry rooms, if applicable. Hours for laundry room will be approved by the Regional Vice President.

26. Market property as needed in local or surrounding newspapers and distribute fliers. Request ads and logos from Administrative Assistant. District Manager must have Regional Vice President’s approval of all ads.

27. Supervise all make-readys for move-ins, including cleaning and all minor repairs, if applicable. The property will not provide supplies for cleaning or carpet cleaning.

28. Responsible for cleaning laundry room(s) and bathroom(s) located on site, with cleaning chemicals provided by the community. Paper towels and toilet tissue will be furnished by the community for the bathrooms located in the commons area. Community room should be cleaned as needed, except after special events, when clean up should be budgeted in to that Social Activity. Tenant involvement could be encouraged to help with this task. If the community room is used by a tenant, it is the tenant’s responsibility to return the facility to the original condition, clean and ready for use. Monitor the daily use of this facility and organize activities or gatherings for the tenants to take the fullest advantage of the community room.

29. Approve, code and process all of the community invoices and forward to the Corporate Office within 24 hours, compliant with Policy #9-51Expenditure Authority, including prior[DP1]approval of emergency repairs with Regional Vice President and staying within $500 limits.

30. Set up vendors, according to Policy #7-1. Follow through and report on all work requested as instructed in the Policy and Procedure Manual.

31. Ability to have the office attended to and the residents on a regular basis, including punctual attendance during office hours and after hours emergencies, as they arise.

32. Ability to work with in cooperation with residents, coworkers, vendors, contractors, and officials necessary to efficiently maintain the community.

33. Portray a professional image at all times, refrains from anger and not posing a direct threat to residents, employees or others.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES

Supervises at least three (3) non-supervisory employees that are scheduled to work at least 120 hours per week. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; rewarding and disciplining employees; addressing complaints and resolving problems.

DRIVING ABILITY

Valid Driver’s License and Auto Insurance coverage must be maintained at all times. Driving is an essential function of the District Manager’s job. With deposits to be made, mail to be dropped off, parts to be picked up, and travel to other communities and required Belmont training seminars, this qualification is a necessary part of the District Manager’s job.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as procedure manuals, operating and maintenance instructions, and safety rules. Ability to write and complete routine reports, paperwork, and correspondence. Ability to respond positively and effectively to common inquiries or complaints from residents, regulatory agencies, or members of the business community. May need an ability to speak professionally before groups of residents, coworkers, or other officials, on occasion.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, and decimals. Ability to compute rents, occupancy levels, ratios, discounts, and percentages and to interpret graphs and charts.

REASONING ABILITY

Ability to solve practical problems dealing with concrete variables that are involved with leasing units, tenant services, and community betterment, within standardized federal, state, and company guidelines, as well as localities. Ability to interpret and establish priorities based on a variety of federal, state, and company policies, procedures, programs, and guidelines.

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 the District Manager’s job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; and smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision.

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.

While performing the duties of this job, the employee is frequently required to show prospective tenants apartments exposing employee to outside weather conditions. The noise level in the community office is usually quiet.

NOTES and CAUTIONS

1. A receipt shall be immediately issued for all funds received. Project funds, to include (but not limited to) petty cash, rent, security deposits, and vending receipts, cannot be used for the District Manager's personal use.

2. Accept no cash payments for any funds received, to include same as #1.

3. Balance petty cash fund a minimum of monthly.

4. Maintain applicants and residents confidentiality consistently before, during, and after application and/or residency.

5. It is prohibited during the initial certification and subsequent certification process for any household member to hand carry verification forms either to or from the third party verification source. This applies to both income and assets verifications.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call

Application Question(s):

• What types of properties have you managed in the past? (Low-Income Housing Tax Credit, Rural Development, etc.) Please list all and the number of years of service for each.
• What would your previous staff say about your ability to supervise them and what is your best quality in being a leader?
• What would your last employer say about your ability to work independently exhibiting time-management skills and integrity?
• How many years of experience do you have in obtaining bids for services, reviewing contracts, and managing oversight of contractor on-site services?

Education:

• Bachelor's (Preferred)

Experience:

• Customer service: 3 years (Preferred)
• Property management: 3 years (Required)
• Budgeting: 3 years (Required)
• Supervising: 3 years (Required)

License/Certification:

• Driver's License (Required)
• Certified Apartment Manager (Preferred)
• Real Estate License (Preferred)

Willingness to travel:

• 75% (Required)

Work Location: On the road

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