Property Manager II

Overview: $21.77 - $24.22 HR/DOE

POSTION DESCRIPTION:

The Property Manager is accountable for overseeing and ensuring the financial stability of the affordable housing developments as designated by the Regional Director. The position oversees housing operations, supervises site staff, coordinates with the Resident Service staff, ensures compliance with safety standards, and regulatory requirements, and is accountable for sound financial management and achievement of key performance indicators of the properties.

To effectively house our residents, housing management staff and services staff strive to cooperate and work in tandem. Housing management and services staff share common goals: the health and wellbeing of residents and the sustainability of the property. Support for our residents is the overarching goal that CHS strives to achieve, and each of our employees, no matter what their role is an active participant in striving for that. The person in this position will work closely and collaborate and communicate on a regular and frequent basis with the Regional Director, Service staff and Facilities staff.

Program Description

Sumner Commons Apartments, a Tax Credit program, is a housing program of Catholic Housing Services, consisting of 34 units serving residents who are elderly and/or are disabled with additional subsidy for tenant rent from the Pierce County Housing Authority.

Sumner Townhomes, a Tax Credit Program, are 8 townhomes serving families with no additional assistance.

Responsibilities:

MAJOR DUTIES AND RESPONSIBILITES:

OCCUPANCY

• Maintain occupancy standards by effective coordination and monitoring of unit turns, including efficient scheduling and use of vendors.
• Ensure property curb appeal meets agency standards.
• Maintain property waitlist in accordance with policy and effectively communicate application procedures and eligibility requirements to prospective tenants.
• Effectively lease units by coordinating marketing efforts for the properties, including advertising, networking and accommodating prospective tenants’ schedules.
• Execute lease agreements with tenants and provide orientation.
• Work with applicants to complete an accurate compliance file for approval prior to move-in.
• Serve appropriate legal notices to tenants and process evictions per Washington State Landlord Tenant Law and applicable local laws.

RESIDENT RELATIONS

• Promote resident retention by ensuring a strong commitment to customer satisfaction that includes appropriate communication and understanding of the population served.
• Assist in the promotion of “community” among the residents of the building.
• Respond to tenant complaints and issues promptly and seek resolution at the lowest level possible.

FISCAL MANAGEMENT

• Prepare annual budget for property in consultation with Regional Director.
• Monitor and control expenses within the constraints of the annual budget, including monitoring monthly financial statements and reviewing variances with appropriate Property Accountant and Regional Director.
• Assist accounting staff with annual audits.
• Collect rent and other monies and make bank deposits.
• Maintain property operations through the use of Property Management software (BostonPost) including tenant ledgers, cash receipts, transactions, delinquencies, move-ins and outs.
• Perform month end procedures with assigned Property Accountant.
• Report on property’s performance as it relates to revenue, expenses and occupancy through a monthly manager report; review delinquencies; ensure profitability for property.
• On a quarterly basis, submit bad debt write-offs for approval to Regional Director.
• Approve purchase of necessary equipment and supplies for operating, maintenance, equipment replacement and painting functions at property.
• Monthly Manager Reports submitted accurately and on time.

PERSONNEL SUPERVISION AND LEADERSHIP

• Recruitment, hire, train, supervises and evaluates staff. Directly supervise Maintenance, and any key holders or administrative staff as applicable.
• Promote ongoing training and support and ensure attendance at all CCS / CHS mandatory trainings.
• Set agenda for and facilitate regular staff meetings.
• Assure update of training manual, provide new hire orientation to the program and mentor staff on an ongoing basis.
• Be on call as needed and in emergencies.
• Ensure understanding and commitment to CHS Mission and also Ethics Policies.
• Build relationships with local neighborhood and community representatives, especially in the areas of public safety and neighborhood environment.
• Delegate responsibilities as appropriate and encourage staff initiative.

CONTRACT COMPLIANCE AND REPORTING

• Ensure compliance with all Tax Credit regulations and requirements and any other

contract or licensing requirements.

• Ensure that program operation and documentation complies with contracts, auditing and all other applicable standards.
• Develop and conduct ongoing review process to ensure that program standards are maintained.
• Responsible for collecting, compiling and dispersal of all program reports as required.

FACILITIES MANAGEMENT

Review/plan long-term maintenance programs for property including building systems and other components, building envelope, etc. in conjunction with Regional Director, funder(s), and Asset Management, to ensure structural integrity.

• Conduct apartment and building inspections as required annually and on an as needed basis.
• Negotiate service contracts with vendors i.e. landscape contract, pest control contract, etc. in keeping with agency contract review protocol.
• Obtain bids from vendors as needed and consult with Asset Management in determining capital improvement projects and developing scope of work proposals as needed.
• Ensure the implementation/testing of the property’s emergency preparedness plan and safety protocols.
• Ensure the daily, weekly, monthly and annual janitorial/maintenance duties are being performed per agency policy and procedures.
• Maintain building security.
• Other duties as assigned.

Qualifications:

JOB CONDITIONS:

This position requires work in an environment where there may be exposure to blood, bodily fluids, other potentially infectious material, maintenance and cleaning supplies. Other exposures could include chemicals involved in pest control, paint and other materials used in building maintenance. This is a residential community where there is cause to enter individual apartments, which may expose one to household odors including cooking smells, pet odors, etc. Other working conditions may include frequent interruptions, working alone, evening or weekend work, working long hours during peak periods, being on-call, interactions with angry persons, and extensive use of computers.

PHYSICAL AND MENTAL ACUITY REQUIREMENTS:

The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to make independent decisions and apply sound judgment in performing job duties.
• Able to hear telephone rings, face-to-face and phone conversation, and emergency alarms.
• Able to speak clearly in person and on the telephone.
• Able to handwrite legibly.
• Able to read normal size print and handwritten notes.
• Mobility/dexterity of hands/arms to enable keying into a unit or other locked area, as well as using a computer and other office equipment.
• Regularly able to perform duties as assigned.

MINIMUM QUALIFICATIONS:

• Two years’ experience managing residential properties with at least 20 units.
• Be bonded or bondable.
• Proficiency with computers (especially Windows, MS Office and Outlook), and experience with property management software.
• Ability to work within the mission, goals and objectives of Catholic Community Services/Catholic Housing Services.
• Experience managing and supervising janitorial and maintenance staff.
• Commitment to developing and safekeeping a workplace which values and supports a culturally diverse work environment.
• Must have reliable transportation, valid Driver’s License, and automobile insurance, and have an acceptable driving record per agency driving policy.
• Successful completion of Certified Occupancy Specialist for 202 properties must be achieved within first year of employment.
  

PREFERED QUALIFICATIONS:

• Section 42, Tax Credit or other Affordable Housing experience: 2 years
• Prefer three years of industry experience and/or two years as a Community Manager
• CAM, ARM or COS designations
• Certificate of completion from community college resident manager course.
• Working knowledge of Landlord/Tenant Act and Fair Housing policy.