Portfolio Manager

JOB SUMMARY

The Portfolio Manager is part of an offsite property management team that services Plymouth's properties and ensures they are maintained in a way that supports the residents' needs and oversees the management of two (2) to three (3) Plymouth properties serving formerly homeless and very low income disabled individuals with multiple barriers to housing stability, and works closely with the Site Directors, Facilities Manager, Senior Director of Permanent Supportive Housing, Rental Office, Compliance, and Finance team to ensure that housing-related services are offered in a fair, respectful, harm reduction, trauma informed care, 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

• Actively leads the department as a member of the PM Lead Team, sharing decision making with peers, collectively owning results, and carrying out the implementation of policies and procedures for all the properties.
• Assists Director of Property Management with the development and administration of operational plan (i.e., updating the Operational Manual)
• Seeks out personal leadership development opportunities within the organization and externally to grow their leadership skills, build trust through increased transparency across all levels in the organization, encourage creativity and participation in problem solving, and share openly with PM Lead Team members about their growth.
• Develops effective, mutually communicative, and confident staff teams within individual buildings focused on tenant housing stability and creating a positive environment in collaboration with Permanent Supportive Housing (PSH) department colleagues.
• Conducts regular briefings with Site Directors and Director of PSH to review issues and questions in each building within the portfolio.
• Represents the Property Management department in operations policy and procedure workgroups, and program or development planning meetings.
• Practices a cooperative work approach and promotes teamwork among co-workers.
• Candidly share insights and experiences to inform building and organizational learning and improvement through interviews, surveys, focus groups or team meetings, as needed.

Supervisory

• Supervises and supports staff to include but not limited to hiring, orientation, mentorship, evaluates and recommends personnel actions in accordance with established policies and procedures.
• Provides regular in-person coaching, both individually and as a team; supports professional development and ongoing work.
• Ensures continuity of the PSH function and service in times of staff absence.
• Ensures new staff receive comprehensive orientation and training and identifies and supports staff ongoing training needs including regular training in landlord/tenant law, fair housing regulations, conflict resolution, emergency response, health and safety precautions, training in Plymouth policies and procedures, and 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.
• Provides regular informal feedback and annual performance evaluations.
• Communicates emerging issues in a timely manner to Director of Property Management.

Tenant and Community Relations

• Facilitates onsite Portfolio Manager office hours.
• Oversees lease signings within the portfolio by ensuring accurate and timely preparation and completion of lease documents.
• Reviews resident transfer requests and Reasonable Accommodation requests to ensure compliance with Plymouth policy and fair housing.
• 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.
• 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 providing consultation on issues that risk housing stability of residents and do not comply with leasing requirements.
• Completes and serves tenant notices, i.e., rent reminders, 3-day notices, 10-day notices, and advises the Site Director on the process and implications of serving notices.
• Initiates and coordinates legal proceedings for tenant evictions, mediations, small claims court, or other legal proceedings.
• Maintains positive relationships with commercial tenants in assigned buildings, police and other public services, and immediate neighbors, when necessary.

Safety and Security

• Works with Site Director and Facilities Manager to provide a safe, sanitary environment in the buildings for tenants and staff, and ensures that building security is maintained 24 hours a day.
• Maintains full working knowledge of building systems and layout, including offices, common areas, commercial tenants, and outside area.
• Conducts monthly inspections of common areas and grounds to ensure health and safety rules, standards, and procedures are observed.
• Working with the Site Director, oversees implementation of Plymouth's emergency preparedness policies in assigned buildings.
• Collaborates with Site Director on the management response and follow-up to Violent Incident Reports to determine appropriateness and consistency with agency protocols.

Financial / Compliance

• Audits all assigned properties on a regular basis to ensure that polices, Landlord Tenant Laws, and compliance areas are being followed.
• Annually works with the Finance department to create draft operating budgets for each property.
• Monitors building monthly financial statements and ensures expenses are within budget and unplanned expenses are discussed with the Director.
• Oversee the enforcement of Plymouth's Rent Collection Policy and monitor tenant payment plans.
• Ensures tenant rent collections are accurately recorded in property management database; collaborates with Plymouth's Finance department in resolving questions about tenant accounts.
• Ensures all tenants within the portfolio are in compliance with funder rules and regulations by overseeing the reporting efforts and working with Site Directors and Compliance department on move-in/move-out notification, annual income recertification, income change reviews, and/or extended tenant absence.
• Supports the Site Directors when working on the tenant annual income recertification by providing necessary training for staff and troubleshooting issues.

Building Maintenance

Collaborates with Plymouth's maintenance team and real estate team to:

• Minimize operating expenses related to tenant and staff activity, including utility consumption.
• Ensures unit turns are completed within established timelines and proper communication with maintenance, leasing, and compliance to maximize occupancy.
• Oversees facilities are properly cleaned and maintained, including pest control.
• Conduct regular inspection of the building including the common areas, facility systems, storage areas, and resident units to ensure they meet the quality standards.
• Regularly inspects the property grounds and work with Facilities Manager in maintaining curbside appeal.
• Provides input in capital need assessment updates and supports coordination of capital improvement projects at properties.
• Support Plymouth's commitments to operate in an environmentally sustainable way.

ESSENTIAL JOB QUALIFICATIONS

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

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

Experience:

Minimum of five (5) years working in housing, with a minimum of one (1) year as a property manager.

Minimum of three (3) years of supervisory experience.

Licensing Requirements: Valid Washington State Driver license and insurable driving record.

Knowledge, Skills & Abilities:

• Able to communicate and work effectively with a diverse group of voices.
• Ability to communicate and work effectively under stressful conditions with people who are economically disadvantaged, mentally ill or chemically affected, including people who may present challenging behaviors.
• Excellent written and verbal communication skills.
• Demonstrated leadership skills.
• Strong organizational skills with ability to prioritize effectively and meet deadlines in a professional manner.
• Meticulous attention to detail.
• Thorough knowledge in group training and facilitation experience.
• Able to communicate and work effectively with a very diverse group of individual tenants, staff and community groups.
• A competent working knowledge and comfort Microsoft Office applications; (Word, Excel, and Outlook, SharePoint, TEAMs and Zoom) and ability to work efficiently and effectively with customized databases and technology, and conduct Internet research.
• Ability to arrive at Downtown Seattle buildings within 45 minutes.

Desired Qualifications

• Knowledge of Section 8, HUD and Tax Credit programs and regulations is desired.
• Experience working with supportive housing is desired.
• Experience in managing a union environment is desired.
• Experience working in commercial property management is desired.
• Experience working with diverse, low-income or special needs populations is desired.

Knowledge of Landlord/Tenant laws to ensure compliance is desired.

Hybrid: Monday - Friday, 8am - 5pm