Leasing & Occupancy Manager in Chicago, Illinois at Sarahs Circle

Position Title: Leasing & Occupancy Manager

Status: Full-time (Non-exempt)

Location: This is an on-site position based at our Uptown location, with travel to off-site locations as needed. A reliable vehicle is required, and mileage reimbursement is provided.

Work Schedule: The typical work schedule is 9:00AM - 5:00PM, Monday-Friday. Occasional flexibility needed to accommodate meetings during evenings, weekends, or other non-standard hours.

About us: Sarah's Circle is a non-profit organization located in Uptown working to end homelessness for women in Chicago since 1979. We provide women a full continuum of services, including housing, life necessities, and supportive services, to help them permanently end their homelessness.

Summary

The Leasing & Occupancy Manager, under the direction of the Senior Director of Properties, has the primary responsibility of securing housing for the agency, qualifying new tenants for occupancy and re-qualifying existing tenants for continued occupancy in accordance with HUD regulations and CHA policies and procedures. The Leasing & Occupancy Manager will work with the PSH Program Manager to navigate the requirements of funding agents such as CHA, CoC, CLIHTF, HUD, and IHDA, and is able to perform other on-going occupancy functions while maintaining agency compliance requirements. The Leasing & Occupancy Manager will deliver supportive services consistent with the agency’s policies and a harm reduction, trauma-informed philosophy. Adequate transportation needed for occasional travel to conduct site visits, etc.

Responsibilities

Administrative

• Oversee new apartment rent-up, on-going eligibility determination, and additional administrative support for Sarah’s Circle PSH housing, which includes but is not limited to:
• Process applications: conduct credit checks, income verification and other background tasks to qualify potential renters and submit to PSH Program Manager for approval.
• Work on the CHA site-based wait list to certify potential tenants, conduct briefings and orientation sessions to prospective tenants and market units to applicants to ensure occupancy in a timely manner.
• Collect rents, as required. Prepare maintenance billing statements, delinquent account statements, and notices for nonpayment of rent and other violations. Coordinate the status of client accounts with supervisor.
• Assist with marketing of new apartments.
• Receive and respond to tenant or applicant inquiries by phone or visit in a timely manner.
• Must have the ability to calculate rent, interpret ledgers and be confident when presenting lease agreements and other legal documents.
• Coordinate on-site date collection and processing of tenant information.
• Prepare new leases and inform tenants of any changes to lease and/or rental amount, secure tenant signatures in compliance with timelines established.
• Conduct interim adjustments and re-examination reviews regarding program eligibility, and take appropriate action in accordance with established procedures and HUD regulations.
• Ensure unit is ready for resident on agreed move in date. Perform initial inspections with regard to condition unit prior to leasing to ensure that units are being maintained according to housing quality standards.
• Recommend cases of non-compliance to PSH Program Manager and provide support in proceedings, as necessary.
• Assist PSH Program Manager with lease enforcement, issue lease violations, and serve notices of termination for non-compliance.
• Be available for grievance meetings and eviction proceedings and act as a representative for Sarah’s Circle.
• Perform annual unit inspections and move-out inspections as required and document observed conditions.
• Maintain tenant files in accordance with company policy and regulatory agency policies.
• Coordinate and participate with funding agencies, and their authorized agents for site reviews and inspections.
• Observe and report maintenance work orders upon request of tenants and staff. Input and track progress of work orders via OneSite.
• Assist in the day-to-day administration of the low income housing.
• Maintain compliance with all funding and agency requirements. Attend training, read appropriate publications, and confer with others in this field to remain knowledgeable of the changing regulations and policies.
• Work closely and professionally with case managers for the betterment of our residents.
• Ensure timely documentation of above services, maintain data integrity, assist with program coverage when needed.

Other

• Attend staff meetings, trainings, supervisory meetings, and Sarah’s Circle events as instructed by supervisor
• Other duties as assigned

Competencies

• Dependability: able to work independently, submits accurate documentation, and seeks guidance when needed.
• Teamwork: establishes collaborative relationships with staff and volunteers, provides leadership when appropriate
• Receptiveness: accepts feedback, takes ownership of responsibilities, and identifies areas of growth
• Interpersonal Skills: communicates clearly (written and verbally), seeks solutions, and demonstrates flexibility
• Integrity: keeps sensitive information confidential and adheres to personnel policies
• Initiative: brings questions to supervisor and seeks opportunities for further development

Qualifications

Education

• Bachelor’s degree in Social Work, psychology or related field preferred.

Job Experience

• 3 – 5 years’ experience in the Affordable Housing Field (including CHA, HUD, and IHDA) preferred
• 3+ years’ experience working with women who are homeless and/or individuals struggling with mental illness, substance abuse, or a history of trauma.
• Working knowledge of applicable local and federal housing laws, including Fair Housing and Landlord and Tenant laws.
• Experience with affordable housing developments, including HUD, Section 8, Low Income Tax Credits, Rural Housing, and Tax-Exempt Bond properties.
• Experience with property management software such as Yardi and/or OneSite.
• Industry certifications such as Certified Occupancy Specialist (COS) or affordable housing management/compliance courses preferred.

Additional Requirements/Instructions

• Possess or maintain reliable access to transportation for local travel to multiple sites (mileage reimbursement is provided). Vehicle must be operated with adequate Liability Insurance and valid driver’s license.
• Must obtain live HMIS credentials within 45 calendar days of hire
• This position delivers household items to clients which requires lifting boxes of up to approximately 40 pounds. [SN1.1]
• Sarah’s Circle housing programs operate 24-hours a day, 7 days a week. Occasional flexibility needed to accommodate staff, client, and/or landlord meetings during evenings, weekends, or other non-standard hours.
• Ability to perform physical activities that require considerable use of arms and legs and moving the whole body, such as climbing, lifting, balancing, walking, stooping, standing, bending, reaching, and handling materials
• Employees are advised on OSHA standards through required signage and administrative updates as compliant with federal law.

Benefits include: medical, dental, and vision insurance; employer-paid life insurance; 401(k) with 100% match up to 6%; generous PTO and paid sick leave; 11 paid holidays; Employee Assistance Program; disability coverage options; leave benefits; and eligibility for annual staff bonuses.