Assistant Property Manager
ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead Contra Costa County's effort to eliminate homelessness.
MISSION: To prevent and end homelessness among low-income, homeless, and disadvantaged families and individuals by providing housing services, support and resources that lead to self-sufficiency.
PURPOSE of ROLE: This position is responsible for the management of assigned scattered or single sites properties in the SHELTER, Inc. portfolio.
· Maintains occupancy based on the agency’s standard for each property or program. This includes anticipating vacancies, adhering to Waiting List and referral procedures and selection policies in compliance with Federal, State, Local, Regulatory, and SHELTER, Inc.’s requirements.
· For master leased housing, assist in developing and maintaining an inventory of units for housing program participants by networking with landlords, renter’s associations, property management businesses and countywide permanent housing providers.
· Conduct all certification and recertification interviews as necessary per program regulation and agency policy.
· Ensure that all resident files are maintained, accurate, and current.
· Ensure that rent is collected each month for all persons residing in the property. Take appropriate steps to enforce payments as necessary.
· Complete reconciliation of all outstanding receivables and payables in accordance with Fiscal controls.
· Review the monthly rent roll to ensure that the property security deposits, rents, move in dates, etc., are accurate.
· Review the property’s monthly income and expense statement and report any areas considered a problem to supervisor.
· Maintain current data in Yardi and HMIS software.
· Ensure that property budget goals are met and that portfolios are operating within budgetary guidelines.
· Complete administrative/management reports as directed.
PROPERTY & FACILITY STANDARDS
· Ensure that the property is maintained physically to meet the standards set by REAC, HUD and the agency. This is achieved by following procedures established by SHELTER, Inc. and working with Maintenance staff to perform necessary work.
· Regularly conduct unit, safety, habitability, preventive maintenance and other inspections as required.
· Ensure all vacant apartment turnover procedures are followed; that turnovers are accomplished in a timeframe and manner consistent with the agency’s standards and the property’s budgetary goals and limitations.
· Prepare written recommendations for physical repairs and/or replacements, plan and budget for capital improvements, appliances, supplies, material and equipment and submits them to supervisor as needed.
· Maintain liaison with vendors, managing bidding and keeping contractor files up-to-date
· Assure appropriate liability coverage for facilities, vendors, etc.
· Promote harmonious relations among residents, staff, vendors, and persons of the larger community promptly and professionally as needs/issues arise.
· Conduct interview with participants to determine income and program eligibility to include annual and interim re-certifications.
· Maintain adherence to:
o Timely regulatory reporting
o All fair housing and local landlord and tenant laws and regulations
o Applicable OSHA, housing/building, health/safety and fire codes
o Americans With Disabilities Act (ADA)
o Property Regulatory and Funding Source requirements (e.g. HUD, EIV, MHSA, etc.)
o File documentation requirements (e.g. income certifications, etc.)
o Established habitability and property standards (REAC, HUD, etc.)
o All other applicable State, Local, or City ordinances or codes applicable
· Must be familiar with or can work with re-entry, special needs & homeless populations.
· Property, asset and mathematic skills.
· Analytical and problem-solving skills.
· High attention to detail and strong organizational skills with the ability to perform multiple functions simultaneously in a timely manner.
· Ability to work well with individuals from diverse socio-economic and ethnic backgrounds.
· De-escalation and conflict resolution skills a plus.
· Good judgment and work independently.
· Ability to interpret and apply complex, sometimes competing regulatory/contractual requirements.
· High level of integrity and strong ethics and values; Patience/tolerance and tact/diplomacy.
· Strong written and oral communication skills.
· Ability to organize meetings, manage group processes and facilitate schedules/logistics.
· Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
· Maintains the highest standards of confidentiality with all records, including organizational and individual information.
· Combination of education and experience that demonstrates a capacity to manage low-income and special needs housing and supportive housing program(s) for people coming from crisis situations and traumatizing circumstances.
· Minimum 2 years residential property management experience in affordable housing to include multi-family HUD project based section 8, MOR and EIV requirements.
· Knowledge of the Bay Area housing market with a focus on Contra Costa, Solano and Alameda Counties.
· Working knowledge of landlord-tenant, fair housing, Section 504, ADA, Section 8, with ability to comprehend HUD manuals, regulatory agreements, contracts and industry publications.
· Working knowledge of building maintenance systems.
· Ability to handle basic mathematic equations: add, subtract, multiply and divide, using whole numbers, fractions, and decimals. Including ability to compute rate, ratio, and percent.
· Proficiency with PC systems, Microsoft Office
· Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.’s automobile coverage.
· Must successfully pass a criminal background check.
· PREFERRED QUALIFICATIONS:
· Experience preparing budgets
· Certified Occupancy Specialist (COS), Blended Occupancy Specialist (BOS) and/or equivalent
· Two years of experience with multi-family EIV requirements if managing a HUD property
· Software experience with HMIS and YARDI
· REAC and HQS training.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel objects. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
There are no unusual environmental conditions. Typically, the noise level in the work environment is quiet.
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