Third Party Property Management Services

The Vendor is required to provide third party property management services to be requested include, but are not limited to:
•    Operate and lease the property in accordance with the owner-approved management plan, and applicable regulatory agreements in compliance with fair housing laws. 
•    Meet all compliance requirements. 
•    Provide customary property management services required for the ordinary and usual business and affairs of the properties in a professional manner consistent with the management, operation, leasing, reporting and maintenance of similar properties in state. 
•    Manage the day-to-day operations of properties such as, but not limited to, proactive advertising and leasing of available units, prompt turning and re-occupancy of units, timely collection of rents and fees owed, scheduling and conducting timely and accurate household recertification’s, completing the welfare tax exemption reports, low income housing tax credit (LIHTC), lender and regulator reporting and submittal, accurate financial reporting, budget preparation, physical asset management to include routine and preventive maintenance and curb appeal and tenant relations. 
•    Plan and conduct timely preventive maintenance, annual unit inspections, capital planning for small scale items (under $50,000). 
•    Manage relationships with vendors including proper procurement, supervision, insurance, permits and licenses and ensure timely payment. 
•    Pay and document prevailing wages for repair and maintenance work, as applicable. 
•    Complete capital improvement projects of less than $50,000. Coordinate with owner’s construction team for large projects. 
•    Provide prompt after-hour maintenance and emergency response. 
•    Ensure emergency planning and training for onsite staff. 
•    Notify aha of any incidents of property damage, personal injury, or other losses or potential losses as soon as practicable after discovery of an incident, but no later than 2 business days for any water or fire damage or 5 days for other non-emergency damages. 
•    Plan and ensure program compliance for new move INS and existing residents. 
•    Conduct annual income certification on time in accordance with LIHTC and other funding regulations for every unit, even where no LIHTC funds are in place. 
•    Complete regulatory reporting including welfare tax exemptions in a timely manner. 
•    Ensure excellent record keeping onsite and offsite, preferably utilizing Yardi for all records (application management, leasing, background checks, accounting, and vacancy management). 
•    Ensure regular onsite auditing by regional manager of property and files. 
•    Participate in property audit preparation, including a minimum 3rd party tenant file audit every year of all new move-ins and 10% of current residents on projects in operation.
•    Meet owner and investor requirements for budget preparation, including rent increases, capital budget recommendations, and monthly tracking of financial activity
•    Attend weekly video meetings with owner for leasing, legal and operations matters. 
•    Other meetings may be required for PBV leasing, new building lease up, etc. 
•    Ensure timely enforcement of the lease with prompt and accurate issuance of notice and lease violations to residents. 
•    Tracking and timely follow-up of lease violations and termination notices. 
•    Coordinate with assigned counsel to ensure accurate and timely filing of unlawful detainers and attend court appearances and lockouts. 
•    Initiate legal collection action or rent eviction for tenants with balances in excess of $500 with collections, providing monthly reporting of past due balance collection efforts. 
•    Provide write-off requests to aha for approval quarterly and perform the write-off within two weeks of receipt of aha approval. 
•    Provide formal responses to outside parties such as lenders, investors, civil rights division and other regulatory agencies. 
•    Notify aha of any requests for funder or regulatory partner inspection or visit and prepare for and conduct the inspections or inspection or file review visits. 
•    Complete accurate and timely reporting to owner, investors, lenders, tax assessor and regulatory agencies. 
•    Coordinate with service providers, including life steps. 
•    Projects with permanent supportive housing units will require weekly meetings with all providers on site, as well as a monthly management meeting with owner. 
•    Property manager must agree to interview specific existing management staff identified by the owner who are currently employed at specific properties within the portfolio and consider retaining staff, pending allowable screening of employees. 
•    Property manager is expected to manage the habitability of apartments, common areas and systems to ensure full compliance with housing quality standards (HQS) within the required federal timelines and other inspections as necessary. 
•    All units are inspected every year by a third party but are expected to inspected by the management agent annually as well as part of the preventative maintenance program.