Detroit Housing Commission
Director of Real Estate Management
Detroit Housing Commission, Detroit, Michigan, United States, 48228
This is a senior level position whose purpose is to oversee the operation of the public housing portfolio, overseeing the technical and administrative functions of management, maintenance and occupancy activities and contract administration services for he Assistant Director of Real Estate Management will manage, mentor, train, supervise, and oversee the maintenance, assist & drive policies, standard operating procedures, and administration of the assigned housing community or communities owned and managed by the Detroit Housing Commission (DHC).The position is responsible for overall strategic planning/goal setting, directing, overseeing, and depending on the property, a combination of directing, overseeing, and assessing the performance of property management’s efforts around recertification and file cleanup, audit oversight, Landlord/Tenant legal processing, application processing, property leasing and management, maintenance of properties, construction projects, fleet management and maintenanceperformance. This position also is responsible for establishing and maintaining appropriate policies and procedures necessary to implement the DHC asset management programs and functions to effectively ensure that federal, local and DHC regulations and performance goals are met or exceeded. Work also involves developing and maintaining standards of performance for property operations, property conditions, safety and security, and financial performance and evaluating accomplishments through the review of recurring and special reports. The Director of Real Estate Management oversees the contracts associated with their portfolio, ensuring allowability and budget feasibility before facilitating approval and timely payment.
The Director of Real Estate Management exercises considerable independent judgment and initiative in performing the duties of the position and must exercise tact and courtesy in contact with federal, state, and local officials, consultants, housing agencies, residents, and the general public.
Finally, the Director of Real Estate Management will play a crucial role, in a conjunction with the Assistant Director of Rea Estate Management, within the roll-out, performance tracking and continuous improvement of DHC’s “hybrid” co-working model at DHC-owned and managed properties.
Supervisory Responsibilities The incumbent is responsible for the oversight, management and supervision of all Detroit Housing Commission developments including the activities for Property and Asset Management, Maintenance, Occupancy, and coordination of modernization and Resident Services, through intermediate managers and private management companies.
EDUCATIONAL REQUIREMENTS
Bachelor's Degree
EXPERIENCE REQUIREMENTS Experience must be inreal estate asset management, multi-family housing management, program management of federal housing programs, and interpreting and implementing HUD regulations Experience in managing third party asset management contracts and low rent public housing programs is considered a plus. 7 years of management experience, Strong leadership skills; and proven ability in motivating employees and promotingteamwork, accountability and productivity. Public Housing Management certification is required within one year of employment or equivalent practical experience may be substituted.
OTHER REQUIREMENTS Must have or be able to acquire a valid state driver’s license Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider Must be insurable under the agency’s insurance policy Real Estate Salesperson or Broker License; Public Housing Management or, Tax Credit Certification, Housing Compliance Credit Professional or, Certified Apartment Manager, Certified Portfolio Manager, Certified Property Manager or, equivalent
KNOWLEDGE Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department Knowledge of HUD programs, requirements, and policies/procedures Knowledge of DHC and departmental policies, procedures, and goals Knowledge of organization structure, policies and procedures Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system Knowledge of the principles and practices of automated information systems, and data processing Knowledge of the operation of commission and HUD computer system and software Knowledge of basic office practices, procedures, and equipment Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation ESSENTIAL Knowledge of HUD Section 8 programs: regulations, principles, and practice governing Knowledge of HUD Section 8 programs: regulations, guidelines, procedures, and requirements Knowledge of HUD HCV program determination of income and rent calculation guidelines Knowledge PHAS and UPCS inspection systems Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements Knowledge of the RHF grant programs and Hope IV grant programs Knowledge of DHC’s Administrative Plan and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of the agencies that help and services to residents, including eligibility requirements Knowledge of principles and practices of community programs and organizations Knowledge of the principles and practices of personnel management and supervision Knowledge of the principles and practices of employee development Knowledge of the principles and practices of human resources management and supervision Knowledge of the principles and practices of accounting, budgeting and budget administration Knowledge of report preparation techniques Knowledge of training methods for all levels of personnel, related to departmental initiatives Knowledge of organizational structure, workflow, and institutional procedures Knowledge of strategic planning and organizational development techniques
REQUIRED ABILITIES Act independently Analyze situations Attend to details Communicate verbally Communicate in writing Concentrate Empathize Identify problems Initiate Manage pressure Motivate Multi-task Organize Think creatively
REQUIRED SKILLS Account for time and materials Analyze and report data to understand effectively make decisions Analyze contract modifications and make appropriate decisions Analyze invoices, purchase orders and requisitions accurately Analyze situations, review available actions, and determine the best course of action Anticipate potential issues to develop preventative actions Attend to detailed work accurately and efficiently Calculate, compute, summate and/or tabulate data and information, and present effectively Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Communicate technical ideas clearly and effectively Complete work order forms in accordance with established procedures Develop and maintain effective working relationships with stakeholders to accomplish organizational goals Earn the confidence and cooperation of peers Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility Initiate and manage work projects Lay out, oversee and coordinate public housing projects Manage multiple priorities and demands within established requirements Operate standard office equipment Plan, organize, complete or assign work and special projects to meet organizational goals Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations Provide feedback and guidance to management staff regarding eviction and security items Provide high level, quality customer service both internally and externally Essential Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Important Safely operated powered machines Actively listen to fully understand circumstances Assess training needs and determine method for obtaining training Build consensus and bridge differences to accomplish organizational goals Build, direct and manage teams effectively Communicate ideas, thoughts, knowledge and information to foster clarity and engage others Delegate duties and assignments to achieve objectives Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals Develop policies and procedures congruent with organization’s needs Establish evaluation standards and evaluate performance fairly and accurately Implement decisions in accordance with established requirements Interact effectively in a complex, dynamic environment Lead with vision and expertise Maintain confidentiality Promote intra-departmental and inter-departmental cooperation Essential Provide and receive constructive and motivational feedback Essential Supervise and support staff Understand and apply HUD organizational rules, instructions, policies and procedures appropriately Use sound judgment when implementing decisions Utilize strong interpersonal skills to interact with various stakeholders
SUPERVISORY RESPONSIBILITIES Direct employee supervisory responsibilities of 30+ employees
REPORTS TO
Chief Asset Operations
ESSENTIAL JOB FUNCTIONS [ The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job ]
Establish performance measures for each asset to ensure performance consistent with Authority operational objectives and applicable HUD requirements. Develop and implement comprehensive, annual business/management plan for each asset to (1) maximize income, and (2) preserve/create asset value. This plan should include a hold/sell analysis, annual operating and capital improvement budget, market analysis, valuation of the asset, and marketing plan Ensure that approved property business/management plans are appropriately implemented Review and analyze all property activity, income, expenses, and operating characteristics against established goals and objectives Administer Property Management Contracts to ensure that contract terms are met Ensure that all property operations are carried out in a manner consistent with applicable Authority policies and procedures, HUD regulations, federal, state and local laws, and all Fair Housing and Equal Opportunity requirements Initiate and participate in the procurement of management, construction, materials and supplies essential to the effective operation of the properties and preservation of the assets Conduct property inspections and perform sample compliance audits to ensure operations in accordance with applicable regulations and policies Assist in asset sales, including marketing, negotiations, document review and closing. Prepare and submit accurate and timely status reports to the Director of Operations in the prescribed format Perform strategic facility analysis to determine the most appropriate treatment to achieve the highest and best use of the real asset and to maximize income and value Monitor the construction and leasing progress of new projects Property-specific management plans are developed in a timely manner and are designed to achieve appropriate property management objectives Property-specific operating budgets are produced in a timely manner and accurately reflect the applicable operating parameters All rent and other charges are properly charged and collected Operational deficiencies are diagnosed and corrected in a timely manner Site-based maintenance services are delivered in a timely and effective manner All rent and other charges are properly charged and collected High quality centralized maintenance services are delivered in a timely and cost-effective manner Courteous, professional, and effective relationships with residents and resident organizations are maintained Non-compliance with the lease is addressed timely and effectively Tenant reexaminations are conducted in accordance with guidelines Tenant characteristics data is entered, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency in a timely and accurate manner Units are leased in a timely manner and that required occupancy levels are maintained. Site-based maintenance services are delivered in a timely and effective manner Operational deficiencies are diagnosed and corrected in a timely manner High quality centralized maintenance services are delivered in a timely and cost-effective manner Properties are maintained to conform with UPCS Property-specific and agency-wide maintenance plans are developed and implemented in accordance with applicable guidelines Central Maintenance operating budgets are produced in a timely manner and accurately reflect operating objectives and resources Physical conditions of the properties are regularly assessed and incorporated into maintenance and capital improvement planning Contracted capital improvements and maintenance are performed in accordance with contract terms and completed in a timely manner within cost constraints Safety and security of facilities are maintained Sites, Buildings, Systems, and Units are inspected in accordance with applicable schedules and guidelines, and that correction of deficiencies are undertaken in a timely fashion Operational and status reports are prepared and submitted in accordance with guidelines Management records are properly maintained Participate in preparation of the DHC’s 5-Year and Annual Plans Develop policies and procedures, with the approval of the Director of Operations, in areas of responsibility Provide formal periodic operational and status reports to the Director of Operations and attend periodic executive staff meetings and monthly Board meetings Establish and maintain positive community and client relationships Represent the agency in meetings with governmental officials, non-profit agencies and the public Facilitate cross-functional communication and cooperation Interpret policy for subordinates, when required Establish and maintain reporting systems to monitor performance standards and to ensure that written records of performance are maintained Ensure training for all staff on statues, regulations, rules, policies, and procedures related to the Asset Management operations and public housing management. Monitor changes in federal and other regulations, assess impact on the agency and inform senior staff Establish performance standards for subordinates, prepare (or approve) performance appraisals, and discuss with employees or supervisors; ensure position descriptions are current, and take disciplinary or corrective action as needed Conduct regular staff meetings and maintain a record of meeting highlights. Interview prospective employees and make hiring decisions; approve or disapprove hiring recommendations from subordinate managers Work collaboratively across organization to meet operational and administrative needs of the Department, including but not limited to, Human Resources, Procurement, IT, Public Safety and Risk Management
SUPPLEMENTAL FUNCTIONS [ These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job ]
All other duties as assigned
PHYSICAL ACTIVITIES AND DEMANDS Lifting Carrying Pushing Pulling Standing Walking Reaching Kneeling Crouching Traversing rough or uneven terrain
EQUIPMENT Computer/laptop Scanners Projectors Monitors Communication systems
WORK ENVIRONMENT Work in hot, cold, wet surroundings Potential exposure – communicable disease Exposed to continual, multiple distractions
SOFTWARE Accounting software Customer relationship management software Contract management software Database software Programming software Internet software Inventory software Spreadsheet software Word processing software Property management software
Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by people assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.
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The Director of Real Estate Management exercises considerable independent judgment and initiative in performing the duties of the position and must exercise tact and courtesy in contact with federal, state, and local officials, consultants, housing agencies, residents, and the general public.
Finally, the Director of Real Estate Management will play a crucial role, in a conjunction with the Assistant Director of Rea Estate Management, within the roll-out, performance tracking and continuous improvement of DHC’s “hybrid” co-working model at DHC-owned and managed properties.
Supervisory Responsibilities The incumbent is responsible for the oversight, management and supervision of all Detroit Housing Commission developments including the activities for Property and Asset Management, Maintenance, Occupancy, and coordination of modernization and Resident Services, through intermediate managers and private management companies.
EDUCATIONAL REQUIREMENTS
Bachelor's Degree
EXPERIENCE REQUIREMENTS Experience must be inreal estate asset management, multi-family housing management, program management of federal housing programs, and interpreting and implementing HUD regulations Experience in managing third party asset management contracts and low rent public housing programs is considered a plus. 7 years of management experience, Strong leadership skills; and proven ability in motivating employees and promotingteamwork, accountability and productivity. Public Housing Management certification is required within one year of employment or equivalent practical experience may be substituted.
OTHER REQUIREMENTS Must have or be able to acquire a valid state driver’s license Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider Must be insurable under the agency’s insurance policy Real Estate Salesperson or Broker License; Public Housing Management or, Tax Credit Certification, Housing Compliance Credit Professional or, Certified Apartment Manager, Certified Portfolio Manager, Certified Property Manager or, equivalent
KNOWLEDGE Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department Knowledge of HUD programs, requirements, and policies/procedures Knowledge of DHC and departmental policies, procedures, and goals Knowledge of organization structure, policies and procedures Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system Knowledge of the principles and practices of automated information systems, and data processing Knowledge of the operation of commission and HUD computer system and software Knowledge of basic office practices, procedures, and equipment Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation ESSENTIAL Knowledge of HUD Section 8 programs: regulations, principles, and practice governing Knowledge of HUD Section 8 programs: regulations, guidelines, procedures, and requirements Knowledge of HUD HCV program determination of income and rent calculation guidelines Knowledge PHAS and UPCS inspection systems Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements Knowledge of the RHF grant programs and Hope IV grant programs Knowledge of DHC’s Administrative Plan and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of the agencies that help and services to residents, including eligibility requirements Knowledge of principles and practices of community programs and organizations Knowledge of the principles and practices of personnel management and supervision Knowledge of the principles and practices of employee development Knowledge of the principles and practices of human resources management and supervision Knowledge of the principles and practices of accounting, budgeting and budget administration Knowledge of report preparation techniques Knowledge of training methods for all levels of personnel, related to departmental initiatives Knowledge of organizational structure, workflow, and institutional procedures Knowledge of strategic planning and organizational development techniques
REQUIRED ABILITIES Act independently Analyze situations Attend to details Communicate verbally Communicate in writing Concentrate Empathize Identify problems Initiate Manage pressure Motivate Multi-task Organize Think creatively
REQUIRED SKILLS Account for time and materials Analyze and report data to understand effectively make decisions Analyze contract modifications and make appropriate decisions Analyze invoices, purchase orders and requisitions accurately Analyze situations, review available actions, and determine the best course of action Anticipate potential issues to develop preventative actions Attend to detailed work accurately and efficiently Calculate, compute, summate and/or tabulate data and information, and present effectively Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Communicate technical ideas clearly and effectively Complete work order forms in accordance with established procedures Develop and maintain effective working relationships with stakeholders to accomplish organizational goals Earn the confidence and cooperation of peers Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility Initiate and manage work projects Lay out, oversee and coordinate public housing projects Manage multiple priorities and demands within established requirements Operate standard office equipment Plan, organize, complete or assign work and special projects to meet organizational goals Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations Provide feedback and guidance to management staff regarding eviction and security items Provide high level, quality customer service both internally and externally Essential Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Important Safely operated powered machines Actively listen to fully understand circumstances Assess training needs and determine method for obtaining training Build consensus and bridge differences to accomplish organizational goals Build, direct and manage teams effectively Communicate ideas, thoughts, knowledge and information to foster clarity and engage others Delegate duties and assignments to achieve objectives Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals Develop policies and procedures congruent with organization’s needs Establish evaluation standards and evaluate performance fairly and accurately Implement decisions in accordance with established requirements Interact effectively in a complex, dynamic environment Lead with vision and expertise Maintain confidentiality Promote intra-departmental and inter-departmental cooperation Essential Provide and receive constructive and motivational feedback Essential Supervise and support staff Understand and apply HUD organizational rules, instructions, policies and procedures appropriately Use sound judgment when implementing decisions Utilize strong interpersonal skills to interact with various stakeholders
SUPERVISORY RESPONSIBILITIES Direct employee supervisory responsibilities of 30+ employees
REPORTS TO
Chief Asset Operations
ESSENTIAL JOB FUNCTIONS [ The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job ]
Establish performance measures for each asset to ensure performance consistent with Authority operational objectives and applicable HUD requirements. Develop and implement comprehensive, annual business/management plan for each asset to (1) maximize income, and (2) preserve/create asset value. This plan should include a hold/sell analysis, annual operating and capital improvement budget, market analysis, valuation of the asset, and marketing plan Ensure that approved property business/management plans are appropriately implemented Review and analyze all property activity, income, expenses, and operating characteristics against established goals and objectives Administer Property Management Contracts to ensure that contract terms are met Ensure that all property operations are carried out in a manner consistent with applicable Authority policies and procedures, HUD regulations, federal, state and local laws, and all Fair Housing and Equal Opportunity requirements Initiate and participate in the procurement of management, construction, materials and supplies essential to the effective operation of the properties and preservation of the assets Conduct property inspections and perform sample compliance audits to ensure operations in accordance with applicable regulations and policies Assist in asset sales, including marketing, negotiations, document review and closing. Prepare and submit accurate and timely status reports to the Director of Operations in the prescribed format Perform strategic facility analysis to determine the most appropriate treatment to achieve the highest and best use of the real asset and to maximize income and value Monitor the construction and leasing progress of new projects Property-specific management plans are developed in a timely manner and are designed to achieve appropriate property management objectives Property-specific operating budgets are produced in a timely manner and accurately reflect the applicable operating parameters All rent and other charges are properly charged and collected Operational deficiencies are diagnosed and corrected in a timely manner Site-based maintenance services are delivered in a timely and effective manner All rent and other charges are properly charged and collected High quality centralized maintenance services are delivered in a timely and cost-effective manner Courteous, professional, and effective relationships with residents and resident organizations are maintained Non-compliance with the lease is addressed timely and effectively Tenant reexaminations are conducted in accordance with guidelines Tenant characteristics data is entered, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency in a timely and accurate manner Units are leased in a timely manner and that required occupancy levels are maintained. Site-based maintenance services are delivered in a timely and effective manner Operational deficiencies are diagnosed and corrected in a timely manner High quality centralized maintenance services are delivered in a timely and cost-effective manner Properties are maintained to conform with UPCS Property-specific and agency-wide maintenance plans are developed and implemented in accordance with applicable guidelines Central Maintenance operating budgets are produced in a timely manner and accurately reflect operating objectives and resources Physical conditions of the properties are regularly assessed and incorporated into maintenance and capital improvement planning Contracted capital improvements and maintenance are performed in accordance with contract terms and completed in a timely manner within cost constraints Safety and security of facilities are maintained Sites, Buildings, Systems, and Units are inspected in accordance with applicable schedules and guidelines, and that correction of deficiencies are undertaken in a timely fashion Operational and status reports are prepared and submitted in accordance with guidelines Management records are properly maintained Participate in preparation of the DHC’s 5-Year and Annual Plans Develop policies and procedures, with the approval of the Director of Operations, in areas of responsibility Provide formal periodic operational and status reports to the Director of Operations and attend periodic executive staff meetings and monthly Board meetings Establish and maintain positive community and client relationships Represent the agency in meetings with governmental officials, non-profit agencies and the public Facilitate cross-functional communication and cooperation Interpret policy for subordinates, when required Establish and maintain reporting systems to monitor performance standards and to ensure that written records of performance are maintained Ensure training for all staff on statues, regulations, rules, policies, and procedures related to the Asset Management operations and public housing management. Monitor changes in federal and other regulations, assess impact on the agency and inform senior staff Establish performance standards for subordinates, prepare (or approve) performance appraisals, and discuss with employees or supervisors; ensure position descriptions are current, and take disciplinary or corrective action as needed Conduct regular staff meetings and maintain a record of meeting highlights. Interview prospective employees and make hiring decisions; approve or disapprove hiring recommendations from subordinate managers Work collaboratively across organization to meet operational and administrative needs of the Department, including but not limited to, Human Resources, Procurement, IT, Public Safety and Risk Management
SUPPLEMENTAL FUNCTIONS [ These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job ]
All other duties as assigned
PHYSICAL ACTIVITIES AND DEMANDS Lifting Carrying Pushing Pulling Standing Walking Reaching Kneeling Crouching Traversing rough or uneven terrain
EQUIPMENT Computer/laptop Scanners Projectors Monitors Communication systems
WORK ENVIRONMENT Work in hot, cold, wet surroundings Potential exposure – communicable disease Exposed to continual, multiple distractions
SOFTWARE Accounting software Customer relationship management software Contract management software Database software Programming software Internet software Inventory software Spreadsheet software Word processing software Property management software
Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by people assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.
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