Assistant Portfolio Manager

1 week ago

Seattle, Washington, United States Plymouth Housing Full time
Job Description

Job Description

JOB SUMMARY

The Assistant Portfolio Manager (APM) is part of an offsite property management (PM) team that services Plymouth's properties and ensures they are maintained to meet residents' needs.

The APM supports the Portfolio Manager in overseeing a portfolio of two to three buildings directing and assisting Portfolio staff activities and tasks as assigned by the Portfolio Manager.

The APM carries out the Portfolio Manager functions during an absence or vacancy.

The Assistant Portfolio Manager works closely with the Portfolio Manager to ensure that housing-related services are offered in a fair, respectful, harm reduction, trauma informed, and culturally proficient manner consistent with Plymouth's mission.

This is a Regular full-time benefitted position.
ESSENTIAL JOB FUNCTIONS (Responsibilities, accountabilities, and competencies; may not include all duties of this job)
Leadership

Provides supervision and support to portfolio staff and collaborates with the Site Director, Facilities Manager, and Senior Director of PSH during a Portfolio Manager vacancy or extended leave, and ongoing for two to three properties, this can include but not limited to the following:


Conducts regular briefings with Site Directors and Senior PSH Director to review issues and questions in each building within the portfolio.

Fiscal oversight for portfolio of properties, ensuring adherence to building budgets; advise the Portfolio Manager in creating an annual budget for buildings assigned; ensures onsite Permanent Supportive Housing (PSH) staff are following rent collection policy.


Supports Site Director in tenant relations, including attendance at tenant meetings if Site Director needs additional support, ensures compliance with Landlord Tenant laws and Fair Housing regulations, and helps troubleshoot difficult tenant situations with Senior Director of PSH and Site Director to achieve desirable outcomes for the building community while maintaining low eviction rates.

Develops effective, mutually communicative, and confident staff teams within individual buildings focused on tenant housing stability and creating a positive environment by collaborating with colleagues in Permanent Supportive Housing (PSH) department.

Represents the Property Management department in operations policy and procedure workgroups, and program or development planning meetings.
Ensures continuity of function and service in times of staff absence.

Participates in hiring, training, and ongoing training of staff including regular training in landlord/tenant law, fair housing regulations, conflict resolution, emergency response, health and safety precautions, and training in Plymouth policies, procedures, various software, and systems for job functions.

Reviews work performed to ensure consistency and that documentation is processed accurately and timely. This includes rents, move-ins, move-outs, and related leasing information recorded in tenant information database.
Participates and contributes to meeting of team goals.
Tenant Relations

Facilitates onsite Portfolio Manager office hours.
Oversees lease signings within the portfolio by ensuring accurate and timely preparation and completion of lease documents.
Provides the initial orientation of the building to new tenants.
Ensures staff compliance with Landlord Tenant laws and ordinances, Fair Housing and Section 504/ADA regulations.

Maintains high standards of customer service; investigates resident complaints related to the safety issues, condition of the building, rent, compliance issue, and/or lease enforcement; makes sure resident rights are maintained including access to tenant grievance process and responds to feedback from the annual tenant survey.

Supports Site Directors in responding to challenging resident behaviors by consulting on issues that risk housing stability and do not comply with leasing requirements.

Completes and serves tenant notices such as rent reminders, 3-day notices, 10-day notices, and advises the Site Director.
Initiates and coordinates legal proceedings for tenant evictions, mediations, small claims court, or other legal proceedings.

Models' behaviors that promote an environment in which staff and residents are consistently treated in a fair and respectful manner, consistent with Plymouth's values and principles of harm reduction and trauma informed care.

Administrative


Uses property management software to enter and track tenant rents, move-ins, move-outs, new tenant orientation, maintenance requests, and related Property Management, Compliance, and Maintenance information in accordance with Plymouth policies.

Completes and/or processes documents including Incident Reports, Tenant Grievances, work orders, Notices to Vacate, Smooth Move Forms, payment plans.

Works with onsite Permanent Supportive Housing (PSH) staff in gathering of resident information and resident paperwork including re-certification information as necessary.

Collectively works on policy and procedure development and revision, overseeing the updates to the Property Management Operations Manual.
Reviews complex leasing documents for completion. Organizes and compiles documents to be submitted to Compliance and funders.
Deposits rent and issues rent receipts.
Prepares documents required for legal proceedings.
Tracks deadlines and follows up to ensure timely completion of required paperwork.
Receives, processes, and tracks work orders.
Coordinates activities and work performed by contractors and Plymouth maintenance staff.
Prepares and reviews reports used by the PM team (A/R Aging Report, Vacancy Report, etc.).
Organizes and maintains files according to established procedures.
Attends mandatory meetings and trainings.
Performs other work-related duties as requested by the Portfolio Manager.
Safety and Security


Works with the Site Director and Facilities Manager to provide a safe, sanitary environment in the buildings for tenants and staff, and that building security is maintained 24 hours a day by ensuring all safety and security devices and features are properly functioning.

Maintains full working knowledge of building systems and layout, including offices, common areas, commercial tenants, and outside area.

Collaborates with Site Director on the management response and follow-up to Violent Incident Reports to determine appropriateness and consistency with agency protocols.

Building Maintenance Collaborates with Plymouth's Maintenance Team and Real Estate Department to maintain the integrity and cleanliness standards of the physical building structure by:
Minimizing operating expenses related to tenant and staff activity, including utility consumption.
Ensuring unit turns are completed within established timelines and proper communication with maintenance, leasing, and compliance to maximize occupancy.
Advising the Portfolio Manager during Capital Need Assessment updates and supports coordination of capital improvement projects at properties.

ESSENTIAL JOB QUALIFICATIONS
(Any equivalent combination of knowledge, skills, abilities, education, and experience):

Education :
Bachelor's degree or equal combination of education and relevant work experience.

Experience :
Five (5) years working in housing, with a minimum of one (1) year as a property manager.

Licensing Requirements :
Valid Washington State Driver license and insurable driving record.
Knowledge, Skills & Abilities

Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff.

Able to communicate and work effectively with a diverse group of voices in support of Plymouth's goal of being an anti-racist organization.

Effective interpersonal skills to resolve conflict and work with a diverse low-income population.
Highly organized and detailed experience of Landlord/Tenant laws.
Clear and concise oral and written communication skills.
Effective problem solving and time management skills.
Ability to work independently as well as in a team flexibly in various job locations and job roles.

Demonstrated leadership and administrative skills.
Familiarity with office equipment i.e., fax, scanners, and photography.
Demonstrated experience orienting and training staff of job duties, expectations, and policies.
Proficient and experienced with Microsoft Office applications, particularly Word, Excel, and Outlook. And ability to work efficiently and effectively with customized databases and technology and conduct Internet research.

Desired Qualifications:
Minimum One (1) year supervision and/or team leadership experience desired.

Working knowledge of and experience with housing subsidies such as Low-Income Housing Tax Credits, Section 8 and HUD is desired.

Experience with internal database systems i.e., Bostonpost or other Property Management software is desired.
Project management experience is desired.
Experience working with a unionized workforce is desired.

This is a full-time position with benefits. Join us and be a catalyst for positive change

Plymouth Housing is an equal opportunity employer. We recruit, hire, train and promote employees

based on merit and business needs, and without regard for race, color, citizenship status, national


origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, veteran status, military status, political affiliation, or any other factor protected by law.

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