Portfolio Manager

Portfolio Manager

Classification:      Full-Time (Exempt)                                            

Salary Range:       $100,000 - $115,000

Reports to: Asset & Property Operations Officer

Position Overview:

The Portfolio Manager is a mission-driven leader responsible for the strategic oversight and daily management of Casa Familiar’s diverse property portfolio, which includes affordable housing, community-serving facilities, and commercial spaces. These properties are supported by a range of funding sources, including private investments, government programs, and philanthropic grants.

In this pivotal role, the Portfolio Manager represents Casa Familiar’s ownership interests, ensuring that all assets are well-maintained, fiscally sound, and aligned with the organization's commitment to serving the community. With a strong focus on collaboration, the Portfolio Manager works cross-functionally with internal departments—such as Accounting, Asset Management, and Community Development—and engages external partners to ensure cohesive, mission-aligned operations.

JOB SUMMARY:

The Portfolio Manager will lead the development and execution of Casa Familiar’s property management strategies, with a focus on operational excellence, resident well-being, and long-term asset sustainability. This role is responsible for streamlining internal processes, establishing performance benchmarks, and developing both financial and physical needs assessments to guide initiative-taking planning and strategic decision-making.

In collaboration with the Asset Manager, the Portfolio Manager will design and implement a process to establish clear property goals and outcomes, then regularly measure and evaluate progress against those metrics.

A key component of this role includes identifying and implementing corrective action plans to address property challenges, most notably through collaborative efforts to design and execute an eviction prevention protocol that supports housing stability for residents.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Property & Maintenance Management Oversight – 40%

• Ensures the portfolio meets the established operational, financial, and business performance goals by inspecting properties, reviewing financial, Area Median Income & Rents, operational reports, and developing and implementing appropriate action plans.
• Establishes and coordinates a communication system involving transactions and activities between onsite staff and the central office to ensure appropriate monitoring and control of property issues and operations.
• Hires, trains, supervises, develops, and terminates the employment of those supervised in accordance with company policies and directives; performs timely performance evaluations on supervised employees. 
• Assumes responsibility for executing operational initiatives, driving change, and ensuring the successful adoption of updated protocols across all properties.
• Oversee the administration of day-to-day property management, facilities, and maintenance of the department.
• Ensure property is well maintained and that work orders and turnovers are processed timely.
• Monitors, assists, and makes recommendations to improve property operations; reviews occupancy status; recommends rent schedules and prepares rent increase requirements to governing agencies.
• Reviews and audits property administrative and maintenance areas to ensure compliance with industry standards. 
• Oversee the resolution of resident issues.
• Creates, Implements, and executes a property inspection plan for all properties to have management eyes on them monthly to ensure the highest standards are maintained; evaluates effectiveness and efficiency of maintenance, grounds, and housekeeping operations. 
• Conducts periodic inspection of vacant apartments for market ready condition.
• Assists in or develops corrective programs to ensure physical and fiscal wellbeing of the assets.
• In collaboration with the Asset Manager, prepares annual operating and capital budgets; monitors budget performance and prepares summary reports of same.  
• Reviews and approves expenditures within specified budgetary guidelines. 
• Negotiates and/or evaluates contracts and makes recommendations.
• Assists in the update, revision and/or development of forms, reports, and manuals relating to property and maintenance issues and operations. Ensures implementation, as appropriate.
• Work with cross-functional teams on any needed communication and engagement strategies necessary for successful operation of the properties.
• In collaboration with the Asset Manager, annually review and renew property insurance coverage.
• Prepares and conducts semi-annual portfolio meetings to include all property personnel.
• Establish ongoing working relationships with lenders and regulatory agency personnel.
• Ensure that regulatory and/or guiding agreements are adhered to and followed.
• Assists in the development and implementation of property management training programs, policies and procedures.
• Attend all affordable housing industry meetings and other regulatory agency meetings as required and appropriate.
• Assist with annual welfare tax exemption filings in coordination with the Asset Manager.
• Stay current with local, state, and federal regulations affecting property management.
• Ensure properties comply with all relevant codes, laws, and regulations.
• Assist in creating policies and procedures for the maintenance and facilities workflow.

Compliance and Reporting – 20%

• Ensure compliance and reporting with all income and rent restrictions for all properties.
• Provide oversight of the preparation and submission of required reporting
• Manage property files, loan documents, partnership agreements, operating manuals, and property management plans.
• In coordination with the asset manager, collaborate on a preventive maintenance program for all properties to ensure cost-effectiveness in preserving the real estate assets.
• Develop, provide, and present reports, performance dashboards, and other similar materials as required by various stakeholders.
• Maintain effective relationships with residents, community and industry groups, including partners, investors, lenders, and regulatory bodies.
• Work with the Finance Department to review and deliver audits, budgets, monthly reports and updates to required parties including executive leadership.
• Ensure property follows all restrictive covenants by creating and implementing process and procedure.

Collaboration with Community Development Department 20%

• Work independently and/or in collaboration with Community Development staff to provide access to properties during construction, rehab, and property repairs to ensure project/property stabilization.
• Work in collaboration with the Community Development Department to resolve any property related operational matter.
• In collaboration with the Asset Manager and Community Development Department, develop Capital Plans for existing or newly acquired properties.
• Assist with developing operating budgets for new and existing developments.

Other Duties 20%

• Participate in various external working groups dedicated to community development and/or asset and property management.
• Participate in various agency events and initiatives as required or needed.
• Other duties as assigned.

Supervision: This position can expect to oversee onsite property management, facilities, and maintenance teams. 

SKILLS, EXPERIENCE, AND EDUCATIONAL REQUIREMENTS:

• Working knowledge of day-to-day property management of multifamily, facilities and commercial properties
• Experience with affordable housing program
• Minimum 5 years of multi-family property management experience
• At least 3 years in a multi-site supervisory role across different geographical markets
• Demonstrated ability to successfully manage teams
• Strong financial acumen and analytical skills
• Industry certifications preferred (CPM, CAPS, CAM, ARM, or HCCP) or obtain status within (24) months of hire
• Working knowledge of landlord tenant and Fair Housing law
• Real Estate License or obtain within (6) months of hire
• A systematic thinker who is highly organized
• Willing to take training courses and attend meetings during and after regular business hours
• Effective leader, communicator and collaborator
• Computer Proficiency in property management software (Preferrable AppFolio), produce required reports, moderate
• Knowledge of the Microsoft platform like Word, Excel, and power point.
• Experience using Outlook
• Knowledge of SharePoint and Salesforce preferred but not required
• Excellent oral and written communication skills
• Ability to read, interpret, and present financial data
• Ability to effectively prioritize tasks and work independently and in groups
• Ability to handle sensitive and confidential information
• Ability to work with diverse cultures and aptitudes
• Bilingual English/Spanish
• Position requires regular travel between properties
• Valid California driver’s license and regular availability of an insured vehicle for travel within the San Diego County area

ADDITIONAL INFORMATION:

This position requires sitting at a desk or workstation, walking, standing, climbing stairs, hearing, speaking, being able to lift up to 25 lb., and being able to drive to the bank and do other errands pertaining to organizational operations. A background check is required. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Casa Familiar is an equal employment opportunity employer. Casa does not and shall not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

BENEFITS SUMMARY:

·       Medical, dental, vision, and life insurance

·       403(b) Retirement – Casa contributes 3% of your annual income.

·       Vacation, Sick, Wellness days, Bereavement