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Property Manager III

2 months ago

Lynnwood, United States CCSWW Full time

Overview:

$1,000 Hiring Bonus

Announcing a new hire Sign On Bonus available to Catholic Housing Services Property Manager Positions.


Full-time position starting at $28.14 - $30.39/hr (D.O.E) with COMPETITIVE BENEFITS INCLUDE:

  • Medical, Dental, Vision, Life Insurance and Long-Term Disability
  • Health Savings Account and Flexible Spending Account
  • Generous PTO, paid sick time, 15 days of paid vacations, 13 days of paid holidays, plus a personal holiday
  • CCS/CHS 403(b) Employee Saving Plan
  • Employee assistance program

Property 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.

Position Description

This position is an advanced Property Manager position that has demonstrated experience managing affordable housing, and meeting Key Performance Indicators for Occupancy, Annual Re -certifications, Accounts Receivables and Property Finances. This position will work at properties that have staff vacancies, manage and oversee multiple buildings, provide training to varying properties, and complete special projects as needed. This position will utilize highly organized methods and communication, experience and knowledge to readily adapt to supporting various communities as assigned. This position requires the ability to apply a diverse set of skills, multi-task, prioritize, think creatively, be knowledgeable of policies, procedures, best practices, and take initiative while providing excellent customer service to residents and collaboration with internal/external partnerships.

This position must be able to apply affordable housing knowledge and experience with various funding sources such as HUD, LIHTC, local city, county and state. While covering for properties this position will be responsible for all operations and maintenance and team members. Special projects may be new hire on-boarding, training, implementation of new software and lease-ups. Traveling is required and will be compensated as applicable.

This position will manage the day-to-day property management activities on site, and coordinate with the maintenance team for service to their buildings. Collaborate and coordinate with supportive services for properties that have services. This is a full -time position that provides administrative functions at varying properties. The Property ManagerIII 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, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team. He/she will seek to provide tenants with a safe, positive and healthy living environment.

Responsibilities:

Supervision and Leadership

  • The Property Manager is responsible for the overall day-to-day building operations and management of a multi-family residential community with Supportive Services. The Property Manager supervises onsite operations staff, including Property Assistants, Maintenance Technicians, Custodial Staff, and volunteers.
  • 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 RDPO and Director of Human Resources any/all performance and/or personnel issues.
  • Promote a healthy team-oriented work environment, focused on quality, job performance and exceptional customer service through support, effective leadership and positive reinforcement.
  • 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

  • Completes and submits a Weekly Property Report for every property supervised by incumbent. Incumbent submits all weekly reports by 5:00pm on Friday of each week. For issues that do not meet required KPIs as noted on the form, prepare talking points including plans for solutions for
    each underperforming indicator. When meeting with the Regional Director, a Corrective Action Plan re: underperforming KPIs will be developed and subsequently implemented.
  • 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.
  • 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 Regional Director.
  • Function as a Leader in times of emergency for the community. Ensure proper response 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. Maintain positive building security and systems.
  • 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.
  • 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:
  • Three (3) years Property Management experience.
  • Three (3) years of supervisory/management experience.
  • Accounting and/or fiscal management experience.
  • Experience with multiple funding sources (HUD, Section 42, Tax Credit or other Affordable Housing) (preferred 3 years).
  • Demonstrated ability to meet key performance indicators in Property Management.
  • Experience with Boston Post, MRI, Avid Exchange and Net Vendor.
  • 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 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 homeless.
  • Support the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
  • Must possess and maintain a valid Washington drivers license, insurance and dependable vehicle.
  • Ability to pass a criminal history background check prior to employment.
  • Working knowledge of Washingtons landlord-tenant law and federal fair housing law. CHS Property Manager III (2023) 5
  • 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.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.