Property Manager II - Thea Bowman

Overview:$23.31 - $25.93 an hour DOE
Agency Description:
Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home. Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington. We provide supportive services for people who have experienced homelessness, low income seniors, farm worker families, and those who have special physical and mental needs. Following best practices in serving individuals with chronic histories of homelessness, CHS has developed several Permanent Supportive Housing Communities (PSH) that follow a Housing First, Harm Reduction based model of services. As CHS has continued to grow and expand, we have identified a need for leadership and vision for this expanding group of properties in King County.
PROGRAM DESCRIPTION:

This is a new construction PSH property that utilizes the harm reduction model for single adults in a high rise building with 80 studio units that opened December 2020. This position offers a unique opportunity to be a part in building and foster this new communities’ culture. Referrals are received through King County coordinated entry. Catholic Housing Services and Catholic Community services are in close collaboration to provide the most enhanced resident experience and supportive community to those recently exited from homelessness. The property provides services with 24/hour staff and onsite delivery of case management including with VA case management. Project based vouchers are provided through the King County Housing Authority and VASH. The property will need to operate within a blending of multiple funders including Tax Credits, Commerce and HUD.

Responsibilities:

POSITION DESCRIPTION:

The Property Manager oversees the property management activities on site, and supervises the work of other property management staff. This position coordinates facilities operations with the maintenance team. This is a full -time position that will support a team of an Assistant Property Manager, Maintenance Technician and Custodian. The Property Manager is responsible for the day-to-day administrative operations, including the lease-up of new tenants and recertification of current tenants, overseeing the turnover of units, fiscal management of operations, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team. This person will seek to provide tenants with a safe, positive and healthy living environment with the focus of keeping residents housed and achieving positive outcomes.

To effectively house our residents, property management staff and supportive services staff strive to cooperate and work in tandem. Services and property management staff share the core values of: compassion, diversity, excellence, justice, stewardship, and accountability. Support for our residents is the overarching goal that CHS strives to achieve, and each of our employees, no matter their role is an active participant in striving for that. The person in this position will work closely to collaborate and communicate on a regular and frequent basis with onsite services. This position is supported by the Area Director of Property Operations.

RESPONSIBILITIES

SUPERVISION AND LEADERSHIP

• Promote a healthy team-oriented work environment, focused on quality, job performance and exceptional customer service through support, effective leadership and positive reinforcement.
• Foster a community where staff feel valued and have opportunities to make meaningful contributions in achieving positive outcomes in the resident experience
• The Property Manager is responsible for the overall day-to-day operations in adherence to the Kent Permanent Supportive Housing Management Plan. The Property Manager supervises onsite operations staff, including Assistant Property Manager, Maintenance Technician(s) and Custodial Staff.
• Use consistent, effective techniques and follow company guidelines to screen, hire, on-board and train new personnel.
• Nurture effectiveness of staff through ongoing training, coaching, counseling and guidance.
• Complete daily/weekly office and maintenance checklists, schedules and assignments. Monitor progress of work assignments.
• Deal effectively, consistently and timely with performance issues. Document accurately and communicate with the Regional Director and Director of Human Resources any/all performance and/or personnel issues.
• Ensure staff compliance and consistency with regard to company policies and procedures, industry regulations, and safety practices.
• Attendance is an essential job function.

• Maintain a high degree of morale at all times and serve as a role model for team members.
  

COMPLIANCE

• Ensure timely and accurate income certifications
• Conduct tenant recertification annually and interim re-certifications as needed. Assist tenants through the recertification process to ensure compliance with funder requirements.
• Serve as a contact with funders and monitoring agencies. Adhere to the Tenant Selection Plan for admitting new residents. Prepare new leases and landlord documents for applicants, complete move in process including lease signing and move in inspection/orientation process.
• Ensure that all lease documentation meets the contract obligations and regulations of various applicable funders.
• Ensure compliance with federal housing standards and fair housing laws.
  

PROPERTY OPERATIONS

• Manage resident relations with tact, diplomacy and courteous communications. Respond promptly to resident complaints, concerns and requests. Meet with residents to discuss infractions of lease and community rules. Enforce company policies and community rules with consistency and fairness.

• Ensure that all administrative paperwork is accurate, complete and submitted on a timely basis, including move-in/new lease packages, final deposit accounting statements and A/P.
• Prepare, implement and recommend procedures and systems within company guidelines to ensure orderly, efficient workflow. Ensure distribution of all company or community-issued notices (HR, emergency info, safety team, policy changes)
• Maintain records on all aspects of management activity and submit required documents and reports, as necessary.
• Ensure service requests and community repairs are scheduled and completed on a timely basis. Resident service requests are expected to be completed within 48 hours from the time of request.
• Ensure that rent ready apartments are available within maintenance operation standards and the quality of work meets or exceeds standards through regular inspections.
• Monitor maintenance, construction and renovation projects to ensure quality and expediency. Obtain proposals from vendors as needed for projects. Analyze scopes of work and make sure the comparison is “apples to apples.” Create bid chart and make recommendation to submit to District Director.
• Function as a Leader in times of emergency for the community. Provide clear communication and direction in responding and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities such as criminal activity, employee/resident injuries, fires, floods, earthquakes, etc.
• Walk and inspect property on a regular basis to ensure the property is clean and welcoming for current and prospective residents.
• Coordinate and participate in annual and monthly health, safety and pest inspections for tenants.
• Follow Eviction Prevention policies and procedures in relation to issuing resident notices and ensuring compliance with community rules and rent payment procedures.
• Answer all incoming calls; answer routine questions regarding the program, mail information to interested applicants, and route appropriate messages for Property Manager.
• Sort and distribute incoming mail, process invoices as directed
• Other duties as assigned.

FISCAL MANAGEMENT

• Manage financial processes, which include creating and monitoring budgets, collecting rent, and vendor/contractor relations.

• Collect tenant rents, fees and security deposits. Prepare and make all bank deposits in a timely fashion.
• Maintain rent roll and all tenant financial information in the Boston Post software program accurately and in real time.
• Reconcile with subsidizing agencies for monthly subsidies and vacancy losses.
• Collect and prepare financial supporting documents and work with the CHS accounting staff to assure a correct audit trail.
• Coordinate the purchase of necessary equipment and supplies for office and maintenance needs. Plan for and utilize community resources, equipment and supplies economically.
• Complete processing of invoices in a timely manner. Review and manage all expenses weekly to maintain within budgeted guidelines. Track financials and work with vendors on billing and service issues.
• Review monthly financial results of property versus Budget and Year-to-date results each month. Complete monthly Variance Reporting Analysis.

MANAGEMENT TEAM/SERVICES

• While maintaining a building operations perspective, work with supportive services team to bridge operations and services functions to effectively support the resident and the building.
• Manage crisis situations involving alcohol/drugs, mental health and medical services during times when services staff are not in the building or are unavailable.

• Provide administrative support to the Program Manager to assure that program fulfills grant and contract performance and reporting requirements. Coordinate with Supportive Services in accordance with the Operating MOU
• Host weekly meetings with the Program Team

GENERAL

• Observe/follow guidelines on confidentiality rights of residents and respect of privacy.
• Maintain accurate record of hours worked and turn in timesheets on schedule.
• Attend trainings required of employees.
• Perform other job-related duties as assigned.

JOB CONDITIONS:

This position requires the employee to work in an environment where there may be exposure to blood, other bodily fluids, potentially infectious or hazardous substances, chemicals, dust, noise and odors. Working conditions may include frequent interruptions, sharing workspace with colleagues, working alone, flexibility in scheduling, extensive computer use, and interactions with individuals who may be angry and/or dealing with mental health and substance abuse issues.

Qualifications:

QUALIFICATIONS

• Must have a minimum of three years of on-site property management experience including supervising others.
• Proficient computer skills, competency with Microsoft Word, Excel and Outlook, and ability to utilize a property management software program.
• Ability to work independently, organize, prioritize and follow through to the completion of tasks.
• Ability to communicate effectively verbally and in writing.
• Ability to work with people who may have issues related to substance addiction, physical and mental health problems, and who may be in need of social living skills.
• Demonstrate attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations, as well as a commitment to working with people who are coming from homelessness.
• Model an environment that fosters a team partnership with CCS services to work towards the common goal of keeping tenants housed and prevent returning to homelessness.
• Support the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Must possess and maintain a valid Washington driver’s license, insurance and dependable vehicle.
• Ability to pass a criminal history background check prior to employment.
• Working knowledge of Washington’s landlord-tenant law and federal fair housing law.
• Self-motivating with a high level of positive energy.
• Excellent communication and teamwork skills.
• High school education or equivalent.
• Successful completion of background check and drug screen required.

PREFERRED QUALIFICATIONS:

• Section 42, Tax Credit or other Affordable Housing experience: 1 year (Preferred)

• Prefer three years of industry experience and/or as a Property Manager.

• Management: 3 years (Preferred)
• CAM (Preferred)
• Experience with Boston Post property management software.