Operations Coordinator II - CHS

Full-time position starting at $25.46 - $28.32/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 Housing Services is excited to announce an opportunity to join our Operations team as the Operations Manager. This position focuses on supporting the property management division at CHS. It provides administrative support to the Director of Agency Operations in shepherding strategic initiatives, tracking results, and delivering continuous process improvement for optimal performance. With over $400,000,000 of housing assets home to 2,600 people this position is critical in assuring operating functions run smoothly in the Agency.

CHS believes that 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 housing for people who have experienced homelessness, low-income seniors, farm worker families, communities of concern, and those who have special physical and mental needs.

MAJOR DUTIES AND RESPONSIBILITIES:

OPERATIONS

• Provide administrative and system support to the Director of Agency Operations

• Develop and safe keep a workplace that values and supports a culturally and ethnically diverse work environment

• Review grant invoices to ensure compliance with contract terms and reporting requirements

• Act as primary contact and manager of feedback for continual process improvement

• Participate in identifying and troubleshooting bottlenecks that may exist in workflows to achieve effective and efficient operations

• Monitor property operations key performance indicators across the portfolio and prepare internal stakeholder reports on results to review with Director

• Support activities in applying for funding opportunities

• Transcribe discussion from internal stakeholder meetings and special topics

• Prepare and distribute meeting materials under the guidance of the Director

• Coordinate meetings and trainings with internal and external attendees using online collaboration and scheduling tools and other methods. Responsible to schedule date, time, location and send agenda to others.

• Provide administrative support and assure the on-time completion of special projects as requested

• Manage commercial lease updates by ensuring accounts are reconciled and property management software updated with anticipated rent schedules

• Manage rent increase schedule to ensure rents are implemented per annual rent schedules

• Assist Director in updating, creating and curating Property Management policy manual and steward focus groups, committees and outreach for development through project management in a timeline basis

• Maintain a master calendar of all property management trainings opportunities and communicate out to the property management team

• Publish monthly property management calendar

• Monitor and track job postings and job description updates

TRAINING AND SUPPORT

• Work with Director to develop and design monthly webinars based on new policies or areas of concern for training

• Provide support to site staff to navigate new and existing processes

• Assist with regular All manager/team meeting planning and presentation

• Create and Implement Surveys/training plans for staff satisfaction and support; Quality Control through tracking complaints, quality surveys and monitoring of data

PROPERTY MANAGEMENT AND COMPLIANCE

• Assist in on-boarding new staff through training, set up and follow-up on first 90 days to success

• Assist in the development of crisis response plans for CHS and assist site implementation; Ensure that each property has an emergency preparedness plan and safety protocols

POLICY DEVELOPMENT

• Assist in development of policy related to property sustainability. Work through editing for clarity and participate on facilitating focus groups in drafting policies.

• Develop intake system to receive feedback on process improvement under the guidance of the Director

• Attend all property budget meetings and translate goals into annual Property Management Plans

OTHER

• Maintain regular, scheduled office hours.

• Develop and maintain partnerships with organizations or agencies to support low-income housing.

• Perform other duties as assigned.

CORE COMPETENCIES

• 
  Personal integrity and trustworthiness.

• Manages stressful situations and changing priorities effectively.

• Recognizes and resolves problems.

• Responsible and accountable.

• Effective organizational skills and attention to details.

• Positive, optimistic, and success-oriented attitude.

• Professional which includes being tactful and courteous.

• Strong work ethic.

• Promotes a safe work environment.

MINIMUM QUALIFICATIONS: (Qualifications applicants must possess to be considered for the position.)

• Minimum of five years of non-profit operations experience in community development and/or affordable housing with regulatory restrictions or rent subsidies.

• Bachelors in related field

• Proficient in MS office platform and statistical analysis, particularly in Excel

• Ability to communicate effectively both orally and in writing and work collaboratively.

• Able to organize data and information to provide clear communication sets internally and externally

• Highly organized, able to manage multiple priorities and time, detail oriented.

• Experience working with ethnically and economically diverse people.

• Proficiency with computers (especially Office 365), and ability to learn property management software.

• Requires current driver’s license, auto insurance, or access to reliable transportation to be able to visit sites occasionally and in case of emergencies. (Mileage reimbursement provided)

• Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.

• Knowledge of and commitment to the principles of best practices in affordable housing.

PREFERRED QUALIFICATIONS:

• Experience in elderly, special needs and/or multi-family property management.

• Experience in housing with resident support services provided on site.

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

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.