Property Manager

Under the supervision of a Property Supervisor and directional support of the Director of Property Management, the Property Manager is responsible for managing their assigned building to ensure effective fiscal, physical, and social soundness. The Property Manager oversees the day-to-day operations, including administration, facilities, compliance with regulatory and legal requirements, and marketing, of a 24-unit supportive housing community for single adults that is part of a scatter site project called The Berendos. The Property Manager ensures stable operations by working with the services staff to foster a healthy community for tenants. The Property Manager will document and coordinate all maintenance requests and equipment replacements in a timely manner and ensure that the building is well maintained. The Property Manager is also responsible for preserving open lines of communication among all parties involved in the operation of their property, and for compliance with A Community of Friends (ACOF) policies and procedures.

The Property Manager must live and work in a community-based setting, emphasizing commitment and staff initiative. This person should be comfortable working within an interdisciplinary team utilizing a strength-based social service approach. In addition, this individual must possess excellent communication and interpersonal skills and be able to work with people who have experienced homelessness. Applicants must have an understanding of individuals with a range of disabilities, including physical, mental and emotional.

Essential Duties

Building Management

• Responsible for the overall physical and fiscal operation of their supportive housing property.
• Collect and accurately record rents, achieve collection benchmarks and maintain computer records according to ACOF procedures.
• Maintain occupancy rate at budgeted targets by actively performing functions related to leasing and lease renewal, including interviewing applicants to determine eligibility, showing units and interfacing with relevant government agencies and in accordance with Fair Housing, funder requirements, and ACOF’s Property Management policies and procedures.
• Maintain accurate tenant files with required documentation that passes audits in accordance with regulatory requirements and ACOF policies and procedures, including annual income recertifications.
• Conduct property and unit inspections and respond to third party inspection reports.
• Order office and property supplies as needed and submit check requests to accounting for payment.
• Other duties related to day-to-day operations tasks may be assigned.

Repair & Maintenance Management

• In coordination with maintenance staff, ensure that the property’s appearance is well maintained.
• Perform daily walk-through of property and conduct light housekeeping.
• Prepare work orders and coordinate/schedule repairs with maintenance staff or third party vendors, including securing and evaluating bids with third-party vendors and submitting for approval, per policy and procedures.
• Schedule annual inspections and maintenance of gutters, fire extinguishers, air conditioners, heaters, smoke alarms, project fire system, backflow system, storm drains, and other systems as required.
• Maintain a tracking log of major purchases, replacements, and maintenance repairs.
• Regularly review property expenses to align with budget goals and to identify opportunities for cost savings.
• Manage and coordinate maintenance staff to ensure work orders are completed in a timely manner. Monitor and track maintenance requests, follow up on outstanding work orders, and ensure accurate input and approval of maintenance staff time within the designated timekeeping system.

Tenant Relations & Management

• Provide professional customer service to tenants in partnership with services and maintenance staff.
• Respond to tenant complaints and questions professionally, fairly, and consistently, and within a reasonable time frame.
• Enforce the lease and house rules, and prepare and post professionally written notices to tenants (i.e., warnings, inspections, etc.).
• Identify and report complex situation(s) and/or potential concern(s) involving the property and tenants to Property Supervisor in a timely manner.
• Prepare detailed written incident reports and documentation in accordance with ACOF’s procedures.
• Counsel tenants who are not complying with the terms of the lease and concerning delinquent payments.
• Meet with Case Managers or other service providers, at a minimum on a bi-weekly basis to proactively address issues and promote retention, assist with tenant activities, address specific problems, plan meetings, or support activities.
• Participate in hearings and appeals, as needed.