Property Manager - The Josephinum

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Job description

Overview

This is a full-time position with excellent benefits and generous paid leave.

Agency 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. Catholic Community Services and Catholic Housing Services work together in partnership to provide permanent supportive housing to individuals and families who have experienced homelessness in King County. We believe that everyone deserves a safe, affordable place to call home. We understand that people experiencing homelessness come to us with complex histories, and that it takes a highly collaborative, creative team to help end the cycle of homelessness permanently. Grounded in this philosophy, the CHS Property Manager provides leadership and vision to a multi-disciplinary cross-agency team that works together to creatively support each individual or family in our housing.

Property Description

The Josephinum is a 221 unit historic building in the Belltown neighborhood of Downtown Seattle. Josephinum provides studio and 1 bedroom apartment homes and supportive services to formerly homeless persons. The street level of the building is shared with Christ our Hope Catholic Church. There are several other social service programs occupying space in the building as well.

Position Description

Property Managers at each site oversee the property management activities on site, and coordinate with the maintenance team for service to their buildings. This is a full-time position that provides administrative functions at the location(s) described above. The Property Manager 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. As this is a service-rich housing program, close coordination, communication and cooperation with the Catholic Community Services (CCS) Program Director is required in the day-to-day operations of the building, tenant interactions and program delivery.

Responsibilities

SUPERVISION AND LEADERSHIP

* Supervise onsite operations staff, including a full-time Assistant Property Manager, full-time Maintenance Technician(s) and full-time Custodial Staff.
* 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.
* Ensure staff compliance and consistency with regard to company policies and procedures, industry regulations, and safety practices.
* Collaborate with the CCS Program Director to respond to staff issues that impact residents.

COMPLIANCE

* 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.
* Serve as a contact with funders.
* 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 District 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 Director to assure that program fulfills grant and contract performance and reporting requirements. Coordinate with Supportive Services in accordance with the Operating policies
* Participate in, support regularly scheduled meetings with the Program Team, utilizing the written agenda format, and closely operate in accordance with established MOU for Permanent Supportive Housing.

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.

Qualifications

QUALIFICATIONS

* Minimum 2 years Property Management experience including familiarity with basic bookkeeping (Preferred)
* Proficient computer skills, competency with Microsoft Word, Excel and Outlook, and ability to utilize property management software programs.
* 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 experiencing homelessness.
* Support the mission, beliefs and values of Catholic Community Services and Catholic Housing Services...... click apply for full job details