Property Management Coordinator

1 month ago

Chicago, United States Deborah's Place Full time
Job DescriptionJob Description

Position Summary

This position is responsible for supporting the Property Management Department by assisting with permanent housing tenancy matters including oversight and implementation of tenant selection and move-in procedures and providing assistance to the Property Management Director. This position maintains the property management YARDI database and oversees all rent, delinquency, occupancy and vacancy data entry and reports. The position also coordinates the setup of apartments for move-in and develops and maintains relationships with external agencies including CHA. This position also serves as a liaison between the Property Management Department and the Deborah's Place programs and supportive services, maintaining communication necessary to keep Deborah's Place tenants housed.

Essential Duties and Responsibilities

Operational Support

  • Work with the Property Management Director to resolve landlord/tenant disputes. Work with tenants to assist them in addressing issues in order to prevent eviction.
  • Assist the Property Management Director with leases, lease-signings, maintaining property management files, and other property management tasks.
  • Manage all CHA transactions and correspondence such as, rent issues, contract, inspections, cha waitlist, AMR review.
  • Correspond with IHDA yearly audit and quarterly reports prepare monthly reports to Property Management Director.
  • Correspond with CES to receive new tenants and follow the procedure.

Desk Clerk Scheduling

  • Coordinate and secure replacements for open work shifts for all Desk Clerks when Lead Desk Clerk is unavailable.
  • Work and schedule the open shifts for Lead Desk Clerk which includes for scheduled or unscheduled paid time off and any other time off.
  • Provide support to Lead Desk Clerk after work hours to ensure staffing for desk clerks.
  • In conjunction with Lead Desk Clerk, effectively conduct regular scheduled desk clerk staffing meetings.

Tenant Selection Process

  • Oversee pre-application file and log. Schedule applicants for interviews.
  • Coordinate property management, residential services, and case management staff in interview process.
  • Review all applicant files prior to acceptance or denial for housing. Upon review, oversee and implement applicant notification process. Maintain documentation of application review.
  • Maintain up-to-date housing waiting lists for both sites. Conduct CHAC interviews prior to move-in and send documentation to CHA.
  • Maintain communication logs and data for all procedures.

Tenant Move-Ins

  • Coordinate and schedule tenant move-ins.
  • Coordinate set up of apartments for new tenants. This includes but is not limited to: ordering or collecting donations of furnishings, appliances, linens, dishes, etc., maintaining inventory of items for apartments and setting apartments up in an attractive and homey way for new tenants.
  • Coordinate with Chief Maintenance Engineer to get the vacant apartment ready for resident move-ins.

Liaison with Case Management and Programs

  • Work with women who are in the application process of moving into Deborah's Place.
  • Act as a liaison with Deborah's Place programs and case management staff, as well as staff of other social service agencies for communication of information regarding the status of applicants throughout the application process.
  • Collaborate with case management and program staff to communicate property management concerns about rent issues.

Record-Keeping

  • Assist in data collection, record-keeping and reporting on service and property management activities.
  • Collect rent and process rent. Review the rent collection with the Property Management Director.

  • Enter all rents and CHA payments into HMIS. Post tenant entries and exits into HMIS in a timely manner. Notify all appropriate case management and residential services staff, as well as the Program Data Manager, of tenant entries and exits within 24 hours.

  • Maintain YARDI property management software database.

Qualifications and Requirements.

Education: Bachelor's degree preferred.

Licensure and/or Certification: N/A

Job Experience: Minimum 2 years of experience in property management, preferably with homeless population. 2 years of supervisory experience. Experience working in teams with social service professionals and city/state government agencies a plus.

Special Knowledge & Skills: Good organizational skills; strong oral and written communication skills; excellent engagement and interpersonal skills; crisis intervention experience; understanding of and ability to apply harm reduction concepts; valid Illinois driver's license, proof of insurance and reliable transportation; computer competency including Microsoft Office applications, email, and property management software; Knowledge of Federal Fair Housing rules and regulations. Experience with YARDI property management software a plus.


Deborah's Place is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, immigrant, bilingual, and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities.



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