Program Operations Coordinator
3.
5 Full-time Part-time 1 hour ago Full Job Description Posted On:
February 21, 2023 Department REAL ESTATE MANAGEMENT SUMMARY The purpose of this position is to provide direct operational, technical and support to the Real Estate Management Projects (AMPs) and other affordable housing programs under the umbrella of the Detroit Housing Commission (DHC) by coordinating and ensuring the delivery of program services provided to applicants, residents and program participants at DHC-managed, AME-Managed and Mixed-Finance developments by third-party contractors and vendors is performed in accordance with DHC's Admissions and Continued Occupancy Policy (ACOP), DHC's Administrative Plan, Public Housing Assessment System (PHAS), SEMAP (Section Eight Management Assessment Program (SEMAP) and the Housing and Urban Development (HUD) guidelines and other affordable housing program guidelines.
The Program Operations Coordinator is responsible for project management and tracking of deliverables that involve a variety of property management and program functions, including but not limited to customer service, occupancy, recertifications, rent collections, and property and unit inspections required at the local, state, and federal levels.
The Program Operations Coordinator will assist with ensuring such functions are integrated into the property management operations as standard operating practices.
Work requires working with the Director of Capital Assets and Construction to ensure that capital projects include schedules for training of DHC employees and establishment of recommended preventive maintenance protocols.
Responsible for working with other departments, as needed, to make certain that inspection and other contracts continue, including procurement, Finance, and Compliance.
The Program Operations Coordinator is also responsible for providing recommendations, written plans and compliance support to ensure affordable housing program utilization, including but not limited to applicant and resident engagement to process waiting list applications, leasing, continuing occupancy.
EDUCATIONAL REQUIREMENTS Bachelor's Degree EXPERIENCE REQUIREMENTS Bachelor of Arts or Science Degree; background in project management helpful 7 or more years' experience in affordable housing industry Industry certifications:
Occupancy Specialist, Public Housing Specialist, or Public Housing Rent Calculation Specialist Working knowledge of Housing Quality Standards (HQS), Real Estate Assessment Center (REAC), Public and Indian Housing/Inventory Management System (PIC/IMS) or NSPIRE inspection standards and protocols, including City of Detroit's Building Safety, Engineering and Environmental Department (BSEED) ordinances.
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 HQS, Occupancy/Rent Calculation, Affordable Housing, preferably public housing KNOWLEDGE Knowledge of organization's 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 in public housing Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation Knowledge of DHC's Admissions and Continued Occupancy Plan (ACOP) and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements Knowledge of Business English; punctuation, arithmetic and spelling Knowledge of modern office practices and procedures; departmental policies and procedures Knowledge of record keeping methods and procedures Knowledge of report preparation techniques REQUIRED SKILLS Analyze situations, review available actions, and determine the best course of action Calculate, compute, summate and/or tabulate data and information Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Compile data and prepare reports Develop and maintain recordkeeping systems and procedures Exercise tact, discretion and diplomacy Interact effectively in a complex, dynamic environment Interact with public and private agencies and residents to accomplish organizational goals Interpret and understand community housing needs Investigate problems or issues and resolve effectively Operate standard office equipment Maintain confidentiality Manage conflict effectively Manage multiple priorities and demands within established requirements Master position-specific software Negotiate effectively Plan, organize, complete or assign work and special projects in order to meet organizational goals Prepare written documents/reports with proper sentence structure, grammar and overall completeness Provide high level, quality customer service both internally and externally Provide information and feedback in a courteous, diplomatic manner Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Respond effectively to sensitive inquiries or complaints Review and edit documents for accuracy and completeness Troubleshoot problems and apply preventative or corrective Understand and apply local, state and federal rules and regulations related to subsidized housing and housing quality standards SUPERVISORY RESPONSIBILITIES None at this time REPORTS TO Operations and Contract Administrator 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 and implement controls to ensure property and unit inspections performed by DHC and third-party contractors comply with established guidelines, rules, regulations and ordinances at the City, State, and Federal levels.
Establish and implement controls to coordinate scheduling and notification to management and residents of property and unit inspections.
Establish and implement controls to ensure site management timely and properly notify residents of housekeeping violations, blight tickets requiring corrective action.
Establish and implement controls to ensure that complete and accurate records of property and unit inspection reports are properly documented and physically and electronically maintained.
Establish and implement controls to ensure property and unit inspection mitigation actions are timely, accurately, and properly documented by site management and maintenance within the systems of record and reported to HUD and DHC within specified timeframes.
Establish and implement controls to ensure lease enforcement actions relative to property and unit conditions are performed in accordance with HUD and DHC policy and procedure.
Establish and implement internal controls to ensure properties and units are registered in accordance with the City of Detroit's Rental Property Ordinance and required supporting documentation to facilitate issuance of Certificates of Compliance is timely and accurately provided.
Develop electronic and physical system of record to ensure Certificates of Compliance are maintained, updated and distributed to site management and other stakeholders.
Assist with ensuring property and unit information reported in PIC and NSPIRE Information Center (NIC) is accurate and current.
Respond to inquiries from DHC staff and business partners regarding the inspection scheduling and mitigation process.
Respond to requests for information from inspection contractors/vendors.
Provide support to the General Manager of Maintenance, Lead Maintenance Technicians and Property Managers by reviewing reports including but not limited to inspection reports, property code violation tickets and reports to develop written responses such as Corrective Action Plans internally and externally.
Establish and implement controls to monitor vacant units within DHC's Scattered Sites portfolio to ensure assets are properly secured and maintained by DHC and third-party vendors and contractors performing landscaping, security, and other services.
Review all electronic and paper invoices for accuracy and completeness against scope of work to ensure payments are processed properly.
Maintain positive working relationships by providing superior customer service to internal customers and residents, applicants, program participants, contractors, vendors and other stakeholders regarding all aspects of property management and service delivery to residents and applicants.
Recommend, write and facilitate training plans for DHC.
Oversee comprehensive Inspection programs to cover REAC, NSPIRE, City of Detroit compliance inspections/property registrations by its Building Safety and Environmental Engineering Department (BSEED), third-party contractors hired by DHC, semi-annual inspections done by DHC employees and Housing Quality Standard (HQS) Program Activity.
Managing outcomes to program requirements, data accuracy, audit standards and HUD's and BSEED's various program requirements.
Activity includes ensuring all inspection requirements remain current and compliant, explaining program requirements, scheduling inspections, negotiating correction requirements addressing emergencies and exceptions Manage the Landlord Portal and new system portals activity, directing staff on process, guidance and assistance to end users Act as principal point of contact regarding inspection program protocols and requirements.
Providing customer service, resolving conflict and compliance management, address various program situations directly Develop correspondence and forms to meet program processes and data requirements Understand and utilize System of record (Yardi) as a system expert.
Maintain knowledge of system design and upgrades.
Utilize reporting tools and work to secure data that feeds HUD and all other reporting records correctly Manage Internal Correspondence for the department.
Update staff on new regulations and policies Participate and plan department training sessions related to program requirements, customer service, and systems Provide quality customer service through timely response to emails, phone inquiries in a professional manner.
Address staff delivery of customer service when required Maintain confidentiality of designated information.
Perform all work in accordance with DHC's, HUD's Personal Identifiable Information (PII) policies 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 WORK ENVIRONMENT Indoor Environments Confined Workspaces Exposed to Continual, Multiple Distractions SOFTWARE Database Software Accounting Software Customer Relationship Management Software Contract Management Software Internet Software Spreadsheet Software YARDI system Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons 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.
MARIJUANA Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law.
As a federally funded agency DHC's employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes.
Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC.
Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC.
DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.
COVID-19 REQUIREMENTS Note that as a condition of employment with the Detroit Housing Commission, you must be fully or willingly vaccinated against COVID-19.
Salary range:
$54,000 - $58,000
Benefits:
401(k) Dental insurance Health insurance Paid time off Vision insurance Schedule:
8-hour shift Monday to Friday Work Location:
One location Job Types:
Full-time, Part-time.
Estimated Salary: $20 to $28 per hour based on qualifications.
5 Full-time Part-time 1 hour ago Full Job Description Posted On:
February 21, 2023 Department REAL ESTATE MANAGEMENT SUMMARY The purpose of this position is to provide direct operational, technical and support to the Real Estate Management Projects (AMPs) and other affordable housing programs under the umbrella of the Detroit Housing Commission (DHC) by coordinating and ensuring the delivery of program services provided to applicants, residents and program participants at DHC-managed, AME-Managed and Mixed-Finance developments by third-party contractors and vendors is performed in accordance with DHC's Admissions and Continued Occupancy Policy (ACOP), DHC's Administrative Plan, Public Housing Assessment System (PHAS), SEMAP (Section Eight Management Assessment Program (SEMAP) and the Housing and Urban Development (HUD) guidelines and other affordable housing program guidelines.
The Program Operations Coordinator is responsible for project management and tracking of deliverables that involve a variety of property management and program functions, including but not limited to customer service, occupancy, recertifications, rent collections, and property and unit inspections required at the local, state, and federal levels.
The Program Operations Coordinator will assist with ensuring such functions are integrated into the property management operations as standard operating practices.
Work requires working with the Director of Capital Assets and Construction to ensure that capital projects include schedules for training of DHC employees and establishment of recommended preventive maintenance protocols.
Responsible for working with other departments, as needed, to make certain that inspection and other contracts continue, including procurement, Finance, and Compliance.
The Program Operations Coordinator is also responsible for providing recommendations, written plans and compliance support to ensure affordable housing program utilization, including but not limited to applicant and resident engagement to process waiting list applications, leasing, continuing occupancy.
EDUCATIONAL REQUIREMENTS Bachelor's Degree EXPERIENCE REQUIREMENTS Bachelor of Arts or Science Degree; background in project management helpful 7 or more years' experience in affordable housing industry Industry certifications:
Occupancy Specialist, Public Housing Specialist, or Public Housing Rent Calculation Specialist Working knowledge of Housing Quality Standards (HQS), Real Estate Assessment Center (REAC), Public and Indian Housing/Inventory Management System (PIC/IMS) or NSPIRE inspection standards and protocols, including City of Detroit's Building Safety, Engineering and Environmental Department (BSEED) ordinances.
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 HQS, Occupancy/Rent Calculation, Affordable Housing, preferably public housing KNOWLEDGE Knowledge of organization's 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 in public housing Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation Knowledge of DHC's Admissions and Continued Occupancy Plan (ACOP) and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements Knowledge of Business English; punctuation, arithmetic and spelling Knowledge of modern office practices and procedures; departmental policies and procedures Knowledge of record keeping methods and procedures Knowledge of report preparation techniques REQUIRED SKILLS Analyze situations, review available actions, and determine the best course of action Calculate, compute, summate and/or tabulate data and information Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Compile data and prepare reports Develop and maintain recordkeeping systems and procedures Exercise tact, discretion and diplomacy Interact effectively in a complex, dynamic environment Interact with public and private agencies and residents to accomplish organizational goals Interpret and understand community housing needs Investigate problems or issues and resolve effectively Operate standard office equipment Maintain confidentiality Manage conflict effectively Manage multiple priorities and demands within established requirements Master position-specific software Negotiate effectively Plan, organize, complete or assign work and special projects in order to meet organizational goals Prepare written documents/reports with proper sentence structure, grammar and overall completeness Provide high level, quality customer service both internally and externally Provide information and feedback in a courteous, diplomatic manner Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Respond effectively to sensitive inquiries or complaints Review and edit documents for accuracy and completeness Troubleshoot problems and apply preventative or corrective Understand and apply local, state and federal rules and regulations related to subsidized housing and housing quality standards SUPERVISORY RESPONSIBILITIES None at this time REPORTS TO Operations and Contract Administrator 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 and implement controls to ensure property and unit inspections performed by DHC and third-party contractors comply with established guidelines, rules, regulations and ordinances at the City, State, and Federal levels.
Establish and implement controls to coordinate scheduling and notification to management and residents of property and unit inspections.
Establish and implement controls to ensure site management timely and properly notify residents of housekeeping violations, blight tickets requiring corrective action.
Establish and implement controls to ensure that complete and accurate records of property and unit inspection reports are properly documented and physically and electronically maintained.
Establish and implement controls to ensure property and unit inspection mitigation actions are timely, accurately, and properly documented by site management and maintenance within the systems of record and reported to HUD and DHC within specified timeframes.
Establish and implement controls to ensure lease enforcement actions relative to property and unit conditions are performed in accordance with HUD and DHC policy and procedure.
Establish and implement internal controls to ensure properties and units are registered in accordance with the City of Detroit's Rental Property Ordinance and required supporting documentation to facilitate issuance of Certificates of Compliance is timely and accurately provided.
Develop electronic and physical system of record to ensure Certificates of Compliance are maintained, updated and distributed to site management and other stakeholders.
Assist with ensuring property and unit information reported in PIC and NSPIRE Information Center (NIC) is accurate and current.
Respond to inquiries from DHC staff and business partners regarding the inspection scheduling and mitigation process.
Respond to requests for information from inspection contractors/vendors.
Provide support to the General Manager of Maintenance, Lead Maintenance Technicians and Property Managers by reviewing reports including but not limited to inspection reports, property code violation tickets and reports to develop written responses such as Corrective Action Plans internally and externally.
Establish and implement controls to monitor vacant units within DHC's Scattered Sites portfolio to ensure assets are properly secured and maintained by DHC and third-party vendors and contractors performing landscaping, security, and other services.
Review all electronic and paper invoices for accuracy and completeness against scope of work to ensure payments are processed properly.
Maintain positive working relationships by providing superior customer service to internal customers and residents, applicants, program participants, contractors, vendors and other stakeholders regarding all aspects of property management and service delivery to residents and applicants.
Recommend, write and facilitate training plans for DHC.
Oversee comprehensive Inspection programs to cover REAC, NSPIRE, City of Detroit compliance inspections/property registrations by its Building Safety and Environmental Engineering Department (BSEED), third-party contractors hired by DHC, semi-annual inspections done by DHC employees and Housing Quality Standard (HQS) Program Activity.
Managing outcomes to program requirements, data accuracy, audit standards and HUD's and BSEED's various program requirements.
Activity includes ensuring all inspection requirements remain current and compliant, explaining program requirements, scheduling inspections, negotiating correction requirements addressing emergencies and exceptions Manage the Landlord Portal and new system portals activity, directing staff on process, guidance and assistance to end users Act as principal point of contact regarding inspection program protocols and requirements.
Providing customer service, resolving conflict and compliance management, address various program situations directly Develop correspondence and forms to meet program processes and data requirements Understand and utilize System of record (Yardi) as a system expert.
Maintain knowledge of system design and upgrades.
Utilize reporting tools and work to secure data that feeds HUD and all other reporting records correctly Manage Internal Correspondence for the department.
Update staff on new regulations and policies Participate and plan department training sessions related to program requirements, customer service, and systems Provide quality customer service through timely response to emails, phone inquiries in a professional manner.
Address staff delivery of customer service when required Maintain confidentiality of designated information.
Perform all work in accordance with DHC's, HUD's Personal Identifiable Information (PII) policies 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 WORK ENVIRONMENT Indoor Environments Confined Workspaces Exposed to Continual, Multiple Distractions SOFTWARE Database Software Accounting Software Customer Relationship Management Software Contract Management Software Internet Software Spreadsheet Software YARDI system Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons 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.
MARIJUANA Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law.
As a federally funded agency DHC's employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes.
Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC.
Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC.
DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.
COVID-19 REQUIREMENTS Note that as a condition of employment with the Detroit Housing Commission, you must be fully or willingly vaccinated against COVID-19.
Salary range:
$54,000 - $58,000
Benefits:
401(k) Dental insurance Health insurance Paid time off Vision insurance Schedule:
8-hour shift Monday to Friday Work Location:
One location Job Types:
Full-time, Part-time.
Estimated Salary: $20 to $28 per hour based on qualifications.
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