District Manager

I: Introduction

The District Manager is responsible for maximizing all phases and performance of the property. They must direct and supervise all staff to achieve the financial and occupancy goals of the community, while also maintaining the property in good physical condition. The DM will supervise the daily operations of the properties in their portfolio. This includes physical as well as financial aspects. Fair Housing Training is required prior to beginning work.

II: Essential Job Functions

1. Oversees overall operation of the multi-family complexes
   1. Hires, trains, supervises, and terminates property staff when necessary. This includes, but is not limited to, providing advice and/or hiring maintenance personnel.
   2. Analyzes property’s financial statements in order to prepare annual operating budgets
   3. Reviews financial statements to identify operating deviations from what was budgeted and develop solutions where necessary
   4. Prepares all required financial reports including, but not limited to monthly, quarterly, and/or annual reports to the applicable regulatory agencies, owners, or management agent. This includes making adjusting entries during the preparation of financial statements
   5. Review and approve all property expenditures. Code all bills so Accounts Payable can make prompt payment
   6. Prepares all required regulatory agency documents. This includes, but is not limited to, management plans, management certifications, affirmative fair housing marketing plans, marketing letters, advertisements, and Identity of Interest Disclosures
   7. Visits and inspects complexes to ensure they meet all required standards
   8. Establishes operating programs
2. Ensures compliance with all federal, state, and local laws and regulations. This includes, but is not limited to, tenant eligibility, non-discrimination, grounds, health, and safety.
3. Monitors collections of rents and security deposits
4. Solicits bids for required construction and/or repairs of building and equipment
5. Provides and ensures timely, effective customer service responding to tenant complaints, activities, and concerns
6. Acts as a liaison with all governing agencies
7. Monitors and attends inspections
8. Prepares responses to inspection results from regulatory agencies, investors, and owners.
9. Expected to attend continuing education training to enhance their knowledge of industry requirements.
10. Travel is required with this job.
11. Performs other projects and duties as assigned.

Knowledge, Skills & Abilities

To successfully perform the essential functions of this position, the employee must have a high school diploma or equivalent. The employee must thoroughly understand the competitive market and budget management, while providing exceptional service. The employee must be able to exercise good judgment and self-control. The employee should also exhibit enthusiasm, a good attitude, trustworthiness, personal integrity, and honesty. The employee should also possess good human relation skills demonstrating the ability to deal with residents and staff. This position functions in an office environment but does require local and regional travel. It requires the use of general office equipment such as computers, scanners, copiers, etc.

III.  District Manager To-Do List

1. Daily:

• Coding and initial invoices

1. Weekly:

• Conference call to site staff on Mondays or Friday before
• Print and submit aged past due (Exhibit A)

iii.  Bi-Weekly:

• Property Manager and Maintenance Payroll needs to be turned into Leah. Review for completeness and submit; no later than Friday by closing hours (Section 1 Exhibit G)

1. Monthly:

• Calculate and pay Management Fee’s as funds are available throughout the month
• Monitor HUD PMs EIV monthly requirements. Make adjustments as needed.
• MHDC Occupancy Report, due to Darlene no later than the 8^th, preferably before. (Exhibit B)
• Occupancy and RA Report (Vacant/unused RA report) to your Regional Director by the 10^th (Exhibit C)
• Submit Expense Report to Regional Director no later than the 15^th (Section 1 Exhibit B)
• Credit Card Report to Regional director no later than the 15^th (Exhibit D)
• Mileage Report to Regional Director no later than the 15^th (Section 1 Exhibit A)
• Send reports to Syndicators as requested
• Send reports to government agencies as needed
• Fund Tax and Escrow and Reserve Accounts
• Check with ADM on any items needed from PMs for the month
  • Outstanding certs due
  • Move out paperwork
  • Move in paperwork
• Enter collections submissions to RSS

1. Quarterly:

• Trip reports due to Regional Director (Exhibit E)
  • Submit all reports completed during the month to Reginal Director at the end of each month.
  • All properties should be done by the end of quarter.
• Approve LIHTC UA’s
• Post LIHTC Payments (postings)
• Send reports out to Syndicators
• Send reports to government agencies as needed

1. Yearly:

• 1st of the Year and beginning of 4^th quarter – Get ready for auditors
• Put approved budgets into ACCPAC, as they get approved
  • If rejected put last approved budget into ACCPAC
• March 31^st, Year Ends due to RD
  • Budget transmitted
  • Balance sheet transmitted
  • Narrative submitted
  • Certification of Performance Standards
• Respond to LIHTC agency (state specific) year ends within 30 days as they are received throughout the year.
• Put Adjusting Journal Entries into ACCPAC
• September 30^th, Proposed Budgets due to RD (Exhibit F)
  • Transmit Proposed Budgets and Rent Increases no later than September 30^th
  • Submit Management Certification, Narrative and Utility Allowance to RD
• Prepare and submit Service Workout Plans (SWOP) if:
  • The 3-year vacancy average is above 10%, or, 12-month vacancy average is above 10%, or, the reserve account is underfunded…a SWOP is needed to approve an RD budget.
  • SWOPs can be written for 1-3 years.
  • Schedule a unit by unit inspection with the RD specialist. The findings from this inspection are placed on a SWOP Grid and submitted.
  • Prepare the SWOP narrative
  • Prepare 1^st year budget should be prepared WITHOUT Return to Owner Part 1 line 23 of the RD budget.
  • Contingency Budget for future budgets the length of the SWOP
• November 1^st, Proposed Budgets due to LIHTC agency (state specific)
• Prepare Employee Performance Evaluation by November 1^st
  • Collect and review employee maintenance reviews and forward to RD
  • Review evaluations with site staff in January once RD agrees and signs off.
• Prepare employee annual bonuses for site staff. Due by December 1^st.

1. Throughout Year:

• Look for any AFHMP’s that are due and update (Exhibit G) Make sure any Reserve items that were approved on budget are getting done
• Oversee Inspection Prep, Inspections and Responses
• Hiring, Terminating and Counseling Staff as needed
  • Submit Application package to HR
  • Submit Applicable new hire package to HR once applicant is approved.
  • Submit termination info to HR as needed
• Get RD’s approval on purchases over $1,000.00
• Adjust Marketing Strategy if and when needed
• Ensure Transition Plans and CNA’S are being maintained and completed
• Respond to Government Agencies in a Timely Manner
• Schedule and conduct team meetings to make adjustments, training etc.
• Analyze, troubleshoot and implement strategies for troubled properties
  • Frequency of complex visits (weekly, bi weekly, monthly)
  • Adjust marketing strategy
  • Monitor rent ready progress
  • Implement incentives if necessary
• Track and monitor time remaining to activate unused RA
• Approve all tenant terminations and promissory notes as necessary

MAINTENANCE STANDARD OPERATING PROCEDURES

1. Introduction

The Maintenance Technician is responsible for the physical integrity of the property. Maintenance personnel will work cooperatively with, and under the coordination of the Property Manager. As a team, they will ensure that routine and emergency maintenance is scheduled and implemented in a timely manner. This will protect and promote the well-being of the residents, and to minimize potential damage to the property. Maintenance personnel also must be diligent in maintaining vacant units in rent ready condition, and ensure that this is accomplished in a reasonable period of time. Fair Housing Training is required prior to beginning work on any property.

1. RESPONSIBILITIES

Conducting all details of the maintenance position in accordance with company policies and procedures, state, and federal; e.g., OSHA, ADA, Fair Housing etc.

• Maintenance reports directly to the Property Manager, District Manager or Regional Director.
  • Maintenance doesn’t discuss any details of any maintenance issues with any residents, vendors etc.
  • All maintenance issues are discussed with the Property Manager, District Manager or Regional Director.
• Maintenance is to supply their own tools.
• Maintenance MUST work ½ hour per unit on a weekly basis.
  • Hours should be scheduled in conjunction with the Property Manager’s hours.
  • NO OVERTIME (unless prior approval by DM/PM is received)
• Maintenance resident/resident relationship
  • Maintenance is to create a respectful working relationship with all residents.
  • Never to discuss any evaluations, corrections or solutions regarding maintenance issues with the resident(s).
• Keeping up the Maintenance of the Apartment Complex:
  • The Maintenance personnel is responsible but not limited to the maintenance of electrical, plumbing, Air conditioning and heating systems, appliances, water irrigation systems, stairs, gates, fences, patios, railings, tile, carpet, other flooring, roofing, gutters, fasteners, interior/exterior lights, ceiling fans, gas fixtures, shutters, interior/exterior doors, cabinets, windows, boiler gas/electric, locks door/window/mail box, walls, ceilings,
  • First thing every day reporting to work walk the entire grounds.
    • Pick up all trash, dead tree limbs and debris on the grounds.
      • Yards
      • Parking lots
      • Side walks
      • Breezeways
      • Playground areas
    • Check for broken blinds (Give list of those to Property Manager).
    • Check to see that all splash blocks are under the down spouts.
    • Report to the Property Manager any vandalism or damages (roofs, windows, building/sidewalk graffiti etc.) that are viewed while on the grounds.
  • Maintenance is responsible for identifying all utility meter cut offs, apartment and fixture cut-offs, sewer cut-offs, sewer clean out’s and prepare maps indicating the same.
  • Correct all health and safety issues immediately (hazardous conditions).
    • Water (leaks interior and exterior, roof leaks etc.)
    • Electrical
    • Fire
    • Glass (windows)
    • Broken steps
    • Parking lot open holes
    • Broken/burned out exterior lighting
  • Maintenance is to diagnose and perform routine maintenance on all equipment safely with the proper use equipment (dollies, carts, etc.) and guidance wearing necessary safety items (safety goggles, back support belt, etc.).
  • Maintenance is to respond to all emergency maintenance call from residents when off duty.
    • The Maintenance person is to call the Property Manager regarding any off-duty emergency calls who will determine if the call requires the Maintenance personnel to respond immediately or wait till their next scheduled work day to handle the issue.
    • Emergencies MUST be emergencies (water, fire, electric, etc.) again health and safety issues.
    • Mileage to the apartment complex from Maintenance home and back should be turned in to the Property Manager on an Expense Report when having to address off hour emergency maintenance issues for mileage reimbursements at the end of every month.
    • Maintenance will also be reimbursed for any travel to purchase materials needed for emergency after hours maintenance issues.
    • All traveling must be approved by the Property Manager verbally prior to traveling to receive travel reimbursements at the end of the month.
  • Get all vacant units RENT READY
    • 5 days or less to get a unit RENT READY
    • Units that have been vacant the longest need to work on first.
    • Maintenance Make Ready forms will help in getting units RENT READY
  • Get all Maintenance Requests corrected in a timely manner.
    • Maintenance Request Forms (Exhibit A) are given by the Property Manager to the Maintenance person to get maintenance issues corrected/completed.
    • The Maintenance person must not accept any Maintenance Requests forms or verbal maintenance request from the residents. The resident to fill out the Maintenance Request form and turn them into the Property Manager who will initiate the maintenance request forms to the maintenance person in the order of which to ones to address first, second, etc… (Health and safety first).
    • Maintenance request forms need to be completed within 24 hours when possible.
    • Once the Maintenance Requests are completed the Maintenance personnel is to sign and date, resident signs and dates (if available) and then it is returned to the Property Manager.
  • The Maintenance Personnel is responsible for keeping up on Preventative Maintenance items.
    • Checking window and exterior doors twice a year (caulking, weather stripping etc.) when needed.
    • Keeping gutters cleaned and splash blocks under down spouts to be sure they are elevated to detour water away from the buildings.
    • Keeping shrubs and trees trimmed one foot off the buildings and away from all roofs.
    • Keep seasonal flower planted at signage area for curb appeal.
    • Keep all signs clean and/or freshly painted.
  • The Maintenance Personnel is to accompany the Site Manager during monthly inspections.
    • Test the smoke detectors
    • Changing and dating any HVAC filters
    • Conduct regular scheduled safety checks during inspections (Quarterly Fire Stop/Smoke Detector Inspections) etc.
    • Note any maintenance repairs/deficiencies that need addressing with the Property Manager on a Maintenance Request form.
  • Maintenance is responsible for maintaining accurate records of all job duties related but not limited to preventative maintenance, maintenance requests (receiving and completing), expenditures, apartment make-ready status, maintenance logs/time sheets, mileage reports, etc.
• Requesting Materials:
  • All request forms for requesting materials for maintenance are found with the Property Manager and once filled out must be returned to the Property Manager for approval and ordering.
  • When ordering Materials for maintenance remember to include the vendor, item #, description and approximate cost.
  • Again, this MUST be approved by the Property Manager with a signature and date before they can be ordered.
• Maintenance Shed/Area:
  • There is to be no smoking in the maintenance shed/area, any units occupied or vacant or in any of the common areas (community room, laundry room etc.).
  • The maintenance personnel are responsible for keeping the maintenance shed/area clean, organized and well maintained.
  • The maintenance personnel are to maintain adequate inventory of items for most common maintenance repairs.
  • The maintenance personnel are responsible for quarterly maintenance inventories. Maintenance Inventory Form. (Exhibit B)
• Maintenance Daily Log forms and Bi-weekly Time Sheet:
  • Maintenance is responsible for daily filling out a Maintenance Log (Exhibit C) and turning it into the Property Manager which will act as a time sheet for payroll.
  • These hours from the Maintenance Log will be transferred on to the bi-weekly time sheet which will be signed by the Maintenance personnel at the end of the two-week work period to be turned into the Payroll staff for direct deposited payment for those hours worked by the Maintenance personnel.
• Reporting Injuries:
  • Should a resident, vendor, guest of someone, etc. be injured on the complex property; whether to your knowledge viewing yourself or someone telling you the maintenance personnel is to immediately contact the Property Manager.
  • Should the Maintenance personnel get injured on the complex property they are to immediately contact the Property Manager.
    • REMEMBER: all employees if injured on the job are required to take a drug test before treatment for said injury.
  • Absent Request:
    • Should time off be needed during normal scheduled maintenance work hours, you must first obtain approval from your Property Manager.
    • If sudden illness occurs before going to work a phone call to the Property Manager is to be made to notify the Property Manager and when Maintenance returns to work an Absent Request form is filled out and issued to the Property Manager to excuse the time out.

REMEMBER:  ALL individuals’ applicants, residents, police, etc. coming to the apartment complex asking any questions of the Maintenance Personnel are to be directed by the Maintenance Personnel to go and speak with the Property Manager.

III. Grounds/Lawn Care/Curb Appeal

• Care for lawn, shrubs, trees, flowers, and ground covers so they stay healthy and appealing to the eye
• If lawn care is not contracted out, then maintenance personnel must perform the following: mow, edge, trim, blow, rake lawn, blow and sweep grass from paved areas.
• Remove debris from French-drain
• Carefully inspect grounds and keep trash and debris removed from lawns
• If not contracted out, clear snow and ice from paved areas, within a reasonable time. All areas that remain a hazard after a snow or ice storm should be identified with a cone or some type of warning
• Implement measures to keep cigarette butts from covering entrance way by placing a bucket or container, and ask residents to use it.
• No litter
• No peeling or faded paint: if painting is needed, notify your Property Manager. They will direct you on how to proceed
• No aluminum foil, black plastic, or blankets/sheets in windows
• Keep the dumpster area clean and free of debris
• Have wooden fencing/decking treated with a water sealant once a year
• Sidewalks and parking areas are to be either swept or blown clean
• Remove or spray grass from sidewalk cracks and edges of parking areas
• Paint lines and curbs in parking areas once a year or as needed
• Trim grass to a uniform height
• Trim trees away from roofs and walkways. Tree limbs should not touch the exterior of the building
• Keep property signs painted. Flowers and shrubs should be planted near them
• Ensure planting aligns the walkways leading to the office.
• Ensure screens are in good repair.

1. Custodial Care/Cleaning Vacant Apartments

• Sweep all common areas
• Remove spider and other insect webs as needed
• Wet mop non-carpeted areas and vacuum carpeting. Clean carpets as needed
• Dust washer and dryers and remove lint from lint traps
• Keep air conditioning units and furnaces cleaned. Change filters monthly!
• Clean counter tops and sinks in common areas
• Thoroughly clean stove, sink, refrigerator, and range hood
• Clean kitchen cabinets, inside and out. Apply furniture polish as needed
• Clean counter tops
• Clean exhaust fans and vents of lint and dust throughout apartments
• Wash all windows; ensure no dust on windowsills. Be sure that windows raise and lower correctly
• Clean all ceiling light fixtures and replace bulbs as necessary.
• Polish all chrome faucets in bath and kitchen
• Caulk or seal tub, stool, and sink to prevent splashes from compromising walls or sub-floor
• Clean medicine cabinets inside and out. Clean mirrors
• Gently clean spots on walls, doors, frames, windows, and light switch covers
• Record any maintenance needed
• Remove old wax and apply fresh wax to tile or linoleum floors
• Check to make sure no cleaning supplies have been left behind when finished
• Turn off all lights and lock all doors

The Property Manager is a high profile employee of MACO Management, and performs duties that are essential to the success of each property. They will conduct themselves in a courteous and professional manner during the execution of their duties at the property. The impression that they leave upon the first interaction with residents will set the tone for your relationship with that resident as well as the reputation of MACO Management.

It is required that on the date of hire you will complete a Fair Housing Webinar.

1. Introduction

This position is responsible for maximizing all phases and performance of Regional Offices. Direct and supervise all staff to achieve the financial and occupancy goals of the community while maintaining the property in good physical condition and appearance. Thorough understanding of the competitive market, budget management and providing exceptional service are required.

1. Job Description
2. Oversees overall operation of the Regional Office
   • Provides assistance and guidance as needed for the successful operation of multi-family housing

Prepares administrative correspondence in support of the main office and Property Managers

• Reviews multi-family complexes to ensure compliance with levied requirements
• Ensures all District Managers are preparing financial statements in a timely manner while reviewing the accuracy of adjusting journal entries
  • Acts as a liaison at all levels, with the main office, within the regional office, governing agencies, communities, and complexes
  • Assists in securing vendors and contractors regarding capital improvements and ongoing maintenance needs

Corresponds with all regulatory agencies such as RD, HUD, MHDC, Tax Credit,

Syndicators, Owners, etc. when required

• Oversees and assists preparation of all regulatory agencies documents
• Assists District Managers to provide and ensure timely, effective customer service responding to tenant complaints, activities, and concerns

• Visits properties to ensure District Manager and Property Managers are maintaining properties in desirable condition Must complete a trip report for all properties overseen every 90 days and forward to Regional Operations Director every month.  (Exhibit F Section 4)
  • Review all vacancies and strive to keep an occupancy of 95% or greater. All vacant unit rent readies should be completed and turned over in a 5-day timeline.
  • Review RA and Vacancy Report and forward to Regional Operations Director (Exhibit A). If a property falls on the corporate watch list provide details to Regional Operations Director.
  • Must complete DM market analysis every 90 days and forward to Regional Operations Director (Exhibit B)
  • Review and approve SWOP from DM as necessary and then forward to Regional Operations Director.
  • Complete employee performance reviews for regional employees- AR, AP, ADM, DM (Refer to exhibits in HR section). Collect maintenance review completed by PM (Refer to exhibits in HR section). and PM review completed by DM (Refer to exhibits in HR section).
  • All expense reports for regional employees should be completed and signed no later than the 15^th of the month.

1. Financial Control

Assists with preparation of budgets

Monitors any budget variances on a regular basis

Provides follow-up so that invoices are presented timely to accounting department for payment

• Monitors collection of all sources of revenues such as rent and laundry
• Ensures all funding requirements are met when feasible, such as Reserve Accounts, Tax & Insurance escrow, etc.

Reviews monthly financial reports in order to gauge cash flow and develop solutions where necessary

Ensures accounts receivables are accurate and completed in a timely fashion

Ensures all tax credit investor demands are being fulfilled

• Manage and oversee office staff
• Oversees the daily operations to give direction, instruction, and guidance to District Managers, Assistant District Managers, Accounts Payable, Accounts Receivable, Property Managers, Maintenance personnel, etc.
• Ensures properties are managed effectively according to MACO policies and procedures as well as all applicable regulatory agencies involved
• Works with supervisors to make financial decisions that would affect the operations of the property, to discuss policies, management procedures, and to discuss problems or concerns and potential resolutions to various property operations

Works with staff to perform requests directed by the corporate office

Knowledge, Skills, Abilities

To successfully perform the essential functions of this position, the employee must have a high school diploma or equivalent. The employee must thoroughly understand the competitive market and budget management, while providing exceptional service. Employee must work with a high degree of accuracy, timeliness, logic and structure. The employee must be able to exercise good judgement and self-control. The employee should also exhibit enthusiasm, a good attitude, trustworthiness, personal integrity, and honesty. The employee should also possess good human relation skills demonstrating the ability to deal with residents and staff.

Other Requirements

This position functions in an office environment but also requires local and regional travel. It requires the use of general office equipment such as computers, scanners, copiers, etc.

Ensure that the regional office is clean and presentable at all times.  Office must be kept in an organized manner and ready for all management reviews.  Corporate office will coordinate with regional director and will be in office every quarter to review office procedures.