Property Manager

5 days ago

Oakland, California, United States East Bay Asian Local Development Corporation Full time
Job Description

East Bay Asian Local Development Corporation (EBALDC) is seeking a highly skilled Property Manager to oversee the daily operations of our properties in Oakland, CA.

Key Responsibilities:
  • Renting Activities:
    • Respond to inquiries from applicants and show vacant units to prospective tenants.
    • Maintain a waiting list, market units, and screen applicants for vacancies according to established guidelines and policies.
    • Verify all income, assets, household characteristics, and circumstances that affect program eligibility.
    • Comply with regulations regarding income certifications and other documentation.
    • Prepare and process leases, security deposit agreements, unit inspections, and forms for incoming and current residents.
    • Solve routine problems or determine a course of action in case of emergency.
    • Conduct pre-occupancy orientation for new residents and complete move-in and move-out procedures.
    • Process evictions with assistance from the Property Supervisor, once approved.
  • Rent Collection:
    • Collect rent and other monies, and ensure that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system.
    • Issue receipts for monies collected and issue approved rent increases annually as directed by the Corporate Office.
    • Review all delinquent accounts and resident receivables, and determine necessary course of action to collect outstanding balances in consultation and approval with the Property Supervisor.
    • Serve three-day notices, when necessary.
  • Property Maintenance & Security:
    • Ensure the properties are maintained and repaired according to standards that are to the long-term benefit of the properties.
    • Purchase supplies, equipment, and services as necessary for operations, maintenance, and repairs.
    • Process and prioritize maintenance request orders, including basic maintenance tasks to be completed by on-site staff and maintenance problems beyond their capabilities.
    • Arrange for inspections and repairs of all vacant units and units in need of repair.
    • Maintain preventive maintenance schedules for the equipment and the building.
    • Maintain information about basic structural data, including the location of fire equipment, water main, sprinkler shutoff valve, gas main, fuse box or circuit breaker, and heat controls.
    • Perform a daily inspection of the property, both on the interior and the exterior, to inspect for age and any problems in maintenance, security, or safety.
    • Perform annual inspections of each unit for needed repairs and perform building inspections to ensure that the common areas are properly utilized, orderly, and secure.
    • Maintain a sanitary and pest-free living environment.
    • Conduct monthly on-site staff meetings and perform walk-through unit inspections annually as well as needed through the direction of the Property Supervisor with identified stakeholders.
  • Administration:
    • Maintain regular office hours and assume primary responsibility for resident-management relations.
    • Enforce lease agreements and house rules.
    • Ensure that any emergency that may arise on site is responded to promptly and assign staff, including self, to be available in this event.
    • Supervise on-site staff; perform annual performance reviews and make salary recommendations to the Property Supervisor; take disciplinary actions when necessary.
    • Assist residents to develop an awareness of available community services for counseling, education, recreation, and health services.
    • Assist the Property Supervisor in developing specifications and obtaining bids from vendors/contractors to ensure quality work at reasonable costs.
    • Monitor and supervise contracted services and vendors.
    • Assist the Property Supervisor in determining and administering capital improvements and replacement program.
    • Assist the Property Supervisor in preparing and monitoring annual operating budgets.
    • Manage the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening, and answering mail daily; coding invoices daily; and handling resident inquiries and concerns.
    • Ensure the office is clean and well organized, and staff are presentable to the public.
    • Conduct quarterly (or annual) meetings with residents, as needed.
    • Process and maintain all resident documents and forms, including leases, income certifications, and recertifications, in a timely manner.
    • Communicate all problems and resolve them or make recommendations to the Property Supervisor for resolution.
  • Recordkeeping & Reporting:
    • Maintain a record of financial transactions with tenants in Yardi.
    • Maintain adequate accounting records, including records for rents and miscellaneous income, records for expenses, and petty cash.
    • Provide the Property Supervisor with a weekly written report each Monday, summarizing the building operations of the prior week, which should consist of the following: a summary of the week's move-ins, move-outs, rents past due, and actions taken; copies of any incident reports written or correspondence to residents; and other items as needed.
    • Provide the Property Supervisor with a monthly building report, which should include aged delinquency, vacancy, and other pertinent information.
    • Prepare all non-financial lenders reports with assistance from the Property Supervisor.
  • Other Duties:
    • Provide immediate emergency services for the welfare and safety of the tenants.
    • Meet with tenants for organizational, functional, informational, and relational purposes.
    • Escort authorized inspection personnel and visitors throughout the building, when necessary.
    • Perform other appropriate duties as assigned.
    • Be available to tenants during EBALDC business hours.
    • Be available for reception of repairpersons and authorized inspection personnel.
    • Relate to tenants' needs and communicate support services, such as electrician, plumber, maintenance person.
    • Maintain an office on the premises in a business-like fashion.
    • Perform other activities or tasks not outlined above as assigned by the Property Supervisor to ensure the viable operation of the property.
    • Participate in department, EBALDC, and other staff meetings and activities.

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