Temporary Part-time Property Site Coordinator

Bay Aging has a temporary part-time Property Site Coordinator position available. The Property Site Coordinator provides affordable and safe housing for residents living independently in age- and income-restricted rental housing. Responsible for the daily operations at Daffodil Gardens Phase II, a 40-unit, three-story apartment community managed by Bay Aging. This housing property is funded by Virginia Housing-administered Low Income Housing Tax Credits (LIHTC) program regulated under Section 42 the Internal Revenue Service (IRS) of for the United States federal government.

This temporary part-time position is 24 hours per week. The weekly recurring days/times may be recommended by employee with preapproval by supervisor. There may be the potential for this to become permanent part-time.

Reports to the Assistant Director, Multifamily Housing Management.

Essential functions

• Property Management (25%) - Maintain safe and sound properties:
  • Perform a weekly walkthrough of the properties inside/outside/common areas to check for repairs and maintenance needs.
  • Cooperate, facilitate, and monitor the work of on-site contractors responsible for grounds maintenance, building maintenance, and cleanliness of the common areas.
  • Perform annual inspection of individual residential units to ensure compliance with lease terms and identify repairs/maintenance needs.
  • Ensure all residents comply with house rules and terms of lease.
• Tenant Certification (25%) Gather income information for new and existing tenants to determine rent obligation for housing unit leasing obligations for each resident. Enter all data into Virginia Housing-approved software. Produce monthly rental reports.
• Rent collection (20%) - Collect monthly rent checks from residents, deposit them in the bank, and send appropriate documentation to centralized finance department. Assist with inspections and paperwork processing for Housing Choice Voucher Program participants.
• Customer care (20%) Provide on-going professional interactions with residents and points of contact for residents on a variety of matters ranging from leasing, maintenance, and human service issues. Work closely with and make referrals to Bay Aging Resident Service Coordinator, Housing Case Manager, and/or Options Counseling.
• Miscellaneous administrative work (10%) Follow Tenant Selection Plan policies and procedures related to client pre-applications for placement on the waiting list and full application processing for new residents. This includes the review and verification of personal financial information, credit history, criminal history, rental housing history, etc.

DECISION MAKING

Work independently at the property and handle all regular tasks autonomously. Perform a variety of repetitive tasks driven by the monthly calendar (e.g., rent collection, leasing reports) and non-repetitive tasks (e.g., resident interactions, lease violations, maintenance needs). Inform supervisor in cases leading to the possible eviction of a resident.

KNOWLEDGE

Rely upon on-the-job training and experience to accomplish the work.

Working knowledge of:

• Virginia Housing Procorem, a web-based tenant information compliance reporting system
• Simply Computer Software, Inc. Federal Housing Assistant Software
• Microsoft Office programs (e.g., Word, Excel, Outlook)
• Virginia Housing LIHTC property operations rules and regulations
• Fair Housing law and its application to age- and income-restricted rental housing

The ideal candidate has received formal affordable housing training. Certification from a passing exam score is preferred.

ABILITIES

• Establish and maintain effective relationships with a wide variety of people [e.g., residents, contractors, representatives of funding and regulatory agencies (i.e., Virginia Housing, Virginia Department of Housing and Community Development, U.S. Department of Housing and Urban Development, Federal Home Loan Bank of Atlanta, VCDC), and Bay Aging employees such as Facilities Maintenance Technicians, Property Site Coordinators, Resident Service Coordinators, finance department, supervisors, etc.]
• Handle multiple priorities to meet monthly deadlines (e.g., rent collection, deposits, reports) while maintaining customer service with residents
• Excellent verbal communication skills in-person, over virtual platforms, and telecommunication devices. Ability to listen to and understand the concerns of older adults, while navigating appropriate responses is critical.
• Good written communication skills (letters, memos, reports, emails, text messages, etc.)
• Initiate routine documentation in a timely manner and maintain comprehensive notes
• Follow tasks through to fruition with proactive communication to other team members

WORKING ENVIRONMENT

Office-based position with light physical requirements (ability to lift 25lbs, walking, climbing stairs). Limited travel required within the service area in addition to monthly financial deposits at nearby bank.

Occasional overnight travel to attend trainings and meetings.

Requires a high school diploma or equivalent and three to five years of experience in office management, customer service, and/or property management. Must possess a valid drivers license.

FLSA status: This is a part-time non-exempt position.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Director, Human Resources at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org