Property Manager Ii - Thea Bowman Apartments

Overview
Full-time position starting at $28.16 - $31.33/hr (D.O.E) with COMPETITIVE BENEFITS INCLUDE:

• Medical, Dental, Vision, Life Insurance and Long-Term Disability
• Health Savings Account and Flexible Spending Account
• Generous PTO, paid sick time, 15 days of paid vacations, 13 days of paid holidays, plus a personal holiday
• CCS/CHS 403(b) Employee Saving Plan
• Employee assistance program

Agency Description
Catholic Community Services and Catholic Housing Services work in partnership to provide permanent supportive housing to individuals who have experienced homelessness in King County. We believe that everyone deserves a safe, decent, affordable place to call home. People experiencing homelessness come to us with complex histories. It takes a highly collaborative, creative team to help end the cycle of homelessness permanently. Grounded in this philosophy, the Property Manager works as part of a team of com.
Position description
The Property Manager position is located at Thea Bowman Apartments in Kent, Washington. Thea Bowman is an 80-unit, Permanent Supportive Housing program with 24/7 staff and on-site support services. There are 36 units set aside for veterans, and the remaining units serve single adults under the age of 62 who are chronically homeless at time of move-in.
This position oversees the property management activities on site and coordinates the maintenance team in the building. This is a full -time position that provides day-to-day administrative functions, including the lease-up of new tenants and recertification of current tenants, managing unit turns, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team.
This position reports to the Thea Bowman Program Director and is an integral part of the admin team.
Responsibilities
Supervision and Leadership

• Responsible for the overall day-to-day building operations. The Property Manager supervises onsite operations staff, including the Assistant Property Manager, Maintenance Technician(s) and Custodial Staff.
• Use consistent, effective techniques and follow company guidelines to screen, hire, on-board and train new personnel.
• 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.
• Deal effectively, consistently and timely with performance issues. Document accurately and communicate with the Program Director and Director of Human Resources any/all performance and/or personnel issues.
• Promote a healthy team-oriented work environment, focused on quality, job performance and exceptional customer service through support, effective leadership and positive reinforcement.
• Ensure staff compliance and consistency with regard to company policies and procedures, industry regulations, and safety practices.
• Attendance is an essential job function.
• Maintain a high degree of morale at all times and serve as a role model for team members.
• Collaborate with the 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.
• Serve as a contact with funders and monitoring agencies in the absence of the RDPO. 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.
• 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.

Job Conditions
This position requires the employee to work in an environment where there may be exposure to blood, bodily fluids, and other potentially infectious material. Other exposures could include cleaning supplies, bedbugs, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, and odors. Working conditions include interruptions, crisis response, and regular interactions with individuals who are dealing with issues of chemical dependency and/or mental illness, or are experiencing anger or frustration.
Qualifications

• Minimum 2 years Property Management experience, including familiarity with basic bookkeeping.
• 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 residents living with physical, mental health, and substance use issues. A commitment to communicating with dignity, respect and compassion is a must.
• 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.
• Must possess and maintain a valid Washington driver's license, insurance and dependable vehicle.
• Ability to pass a background check prior to employment.
• Working knowledge of Washington's landlord-tenant law and federal fair housing law.
• Self-motivated with a high level of positive energy.
• Excellent communication and teamwork skills.

Preferred Qualifications

• Section 42, Tax Credit or other Affordable Housing experience: 1 year (Preferred)
• Prefer three years of industry experience and/or two years as a Community Manager.
• Management: 3 years (Preferred)
• CAM or ARM (Preferred)
• Experience with Boston Post property management software.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.