What are the responsibilities and job description for the Property Manager position at Encompass Community Services?
SUMMARY:
This position is an excellent opportunity to work with a dedicated facilities management team overseeing a 30-property portfolio, including HUD housing and administrative offices all based in beautiful Santa Cruz County. The ideal candidate has experience with HUD housing and Federal compliance reporting, in addition to Fair Housing and lease management.
Take your skills as a property manager to the next level with Encompass Community Services in this unique position. Youll work closely with the CFO and the program management team to provide high quality housing to special needs populations throughout Santa Cruz County.
SPECIFIC OBJECTIVES OF THE JOB:
I. Tenant Management
A. Handles tenant communications in a compassionate and thoughtful way, with the ability to mesh knowledge of properties and tenants for building relationships and for resolution of issues and concerns at sites that affect tenant relationships/housemate conflicts.
B. Responsible for tenant mediations, tenant correspondence and strong knowledge of tenant law. Instinctive knowledge of when to seek legal advice to handle complex tenant situations, or situations that could escalate and require attorney assistance.
C. Responds to tenant requests or complaints in a timely, efficient and courteous manner. Responsible for the writing and documenting all communication with tenants, coordinators, etc. including all tenant violations, infractions in case any tenant issues result in eviction of tenant through the court process and onsite property issues and violations.
D. Ability to maintain confidentiality in email communications and verbal discussions.
E. Promotes harmonious relations among tenants, staff, vendors and members of the community.
F. Oversees the maintenance of tenant files with all copies of correspondence, leases, etc. in a secure and confidential manner.
G. Certified Occupancy Specialist Certification is desirable for compliance and guidance on HUD tenant issues and governance.
II. Tenant Marketing and Leasing
A. Prepares advertising for properties in accordance with any regulatory requirements.
B. Responsible for maintaining full occupancy.
C. Oversees the maintenance of all waitlists.
D. Reviews all completed applications and leases for accuracy and completeness, and for conformance with the properties Tenant Selection Policy.
E. Interviews applicants and verifies all qualifying criteria.
F. Assigns units in the order provided by the Waiting List and in accordance with Housing Policy and Procedures.
G. Knowledge of real estate tenant leases along with responsibility for updating of leases for all properties with current requirements and laws.
H. Executes lease and move in documents with resident.
III. Fair Housing and Tenant/Landlord Law
A. Assures adherence to all State and Federal Fair Housing and Tenant/Landlord Laws.
B. Addresses all requests for special accommodations/modifications.
C. Schedules regular fair housing compliance and training for property management staff.
IV. Administrative
A. Responsible for the writing and updating Tenant Selection Plans, Management Plan, Operating Procedures, Leases and House Rules when required.
B. Ensures consistent application of property rules and regulations, lease and lease addendums.
C. Responsible for management of the property management software and updates. Ensures all transactions in the software are correct, accurate and complete.
D. Responsible for Coordinator duties that include monitoring and approving users in HUD TRACS and EIV systems. Document that all users have proper security training.
E. Annually register all HUD corporations in the federal SAM register to ensure voucher payments.
F. Assists with planning and development needs for new development projects as directed by management.
V. Financial Reporting
A. Reviews revenues to be sure that rent payments, subsidies, security deposits, and tenant charges are recorded correctly.
B. Reviews delinquent accounts and resident receivables, and determines the necessary course of action.
C. Adheres to all accounting and reporting procedures required by Encompass.
D. Reconcile Asset Corporations GL accounts. Prepares and submits journal entries as necessary.
E. Approves the weekly accounts payable based on cash at hand and anticipated cash flows. Maintains a weekly spreadsheet showing current cash flow and position.
F. Acts as backup to the Analyst in submitting HUD requests to TRACs.
G. Meets regularly with Fiscal Officer, Executive Director to review financial progress of properties and discuss pertinent budgetary issues.
H. Prepares monitoring reports and presents them to HUD board at scheduled meetings.
I. Assists the Analyst in providing annual support to auditor/accounting and ensures compliance with internal and external audit requirements. Includes the ability to upload documents in Suralink.
J. Ensures all annual reports to funders are complete and accurate and sent to funder timely. Follows up on any corrections to deficiencies that are required.
VI. Budgets and Compliance
A. Oversees and assists with annual budget preparations.
B. Knowledge of HUD- Management Occupancy Review guidelines and requirements for a successful file review and audit for HUD properties.
VII. Maintenance
A. Overall site management of organizations real estate portfolio. Includes site visits, review of landscaping, condition of units, condition of property, and curb appeal.
B. Familiar with planning and execution of major site work for property portfolio sites.
C. Works with Maintenance Supervisor when required to schedule and perform annual or more frequent health and safety inspections of all properties when there are tenant concerns.
D. Participates in preparation and maintenance of replacement reserve analysis for all properties.
E. Works with maintenance supervisor to prepare for HUD REAC inspections.
VIII. Lease Management
A. Lease Management of all Encompass Community Services leased and owned properties. Knowledge of sites, real estate contracts, real estate lease terms and the ability to communicate with program directors/managers who need to be informed of lease renewals and contract details on a timely basis.
B. Updates the lease worksheet when new leases are executed. Prepares spreadsheet in a format required for year-end audit.
C. Works with accounting to insure correct monthly payments are made on all leases.
D. Research details of leases as needed.
E. Oversite for property sales and acquisitions.
REQUIREMENTS:
Bachelor's degree in business preferred.
At least five years of property management experience, non-profit experience is a plus.
Experience providing supervision of maintenance and administrative employees.
Strong computer skills, including intermediate Excel skills and proficiency with Microsoft Office (Outlook, Word and Powerpoint). Experience with lease management software preferred.
Strong math skills, with the ability to analyze figures.
Ability to multi-task, establish priorities and organize efficiently.
Excellent verbal and written communication skills, with the ability to clearly communicate to all levels of management.
Must have a drivers license and clean driving record
WAGES & BENEFITS:
We prioritize the well-being of our team as much as the community we serve. Our comprehensive health benefits reflect this commitment. We offer full-time employees medical and dental insurance plan that ensures peace of mind for themselves and their families. We go beyond traditional care by also offering our employees acupuncture and chiropractic, embracing a holistic approach to health that aligns with our values of care and compassion.
Our teamsfuture matters just as much as the present. Thats why we offer a 403(b) retirement plan, providing a foundation for a secure retirement. We also recognize the need for work-life balance, so Encompass offers a competitive package of 17 vacation days, 12 sick days, and 14 additional paid holidays. These benefits are thoughtfully pro-rated for part-time positions, affirming our commitment to fairness and flexibility.
ABOUT US:
At Encompass Community Services we provide our community with a wide range of services related to family & social well-being, early childhood education, behavioral health, housing and more. Every day through these services we work to make health, education and housing more equitable for all people in Santa Cruz County. For more than 50 years our work has touched generations by helping people have access to education, rebuild relationships, restore their health and regain dignity.
This position is an excellent opportunity to work with a dedicated facilities management team overseeing a 30-property portfolio, including HUD housing and administrative offices all based in beautiful Santa Cruz County. The ideal candidate has experience with HUD housing and Federal compliance reporting, in addition to Fair Housing and lease management.
Take your skills as a property manager to the next level with Encompass Community Services in this unique position. Youll work closely with the CFO and the program management team to provide high quality housing to special needs populations throughout Santa Cruz County.
SPECIFIC OBJECTIVES OF THE JOB:
I. Tenant Management
A. Handles tenant communications in a compassionate and thoughtful way, with the ability to mesh knowledge of properties and tenants for building relationships and for resolution of issues and concerns at sites that affect tenant relationships/housemate conflicts.
B. Responsible for tenant mediations, tenant correspondence and strong knowledge of tenant law. Instinctive knowledge of when to seek legal advice to handle complex tenant situations, or situations that could escalate and require attorney assistance.
C. Responds to tenant requests or complaints in a timely, efficient and courteous manner. Responsible for the writing and documenting all communication with tenants, coordinators, etc. including all tenant violations, infractions in case any tenant issues result in eviction of tenant through the court process and onsite property issues and violations.
D. Ability to maintain confidentiality in email communications and verbal discussions.
E. Promotes harmonious relations among tenants, staff, vendors and members of the community.
F. Oversees the maintenance of tenant files with all copies of correspondence, leases, etc. in a secure and confidential manner.
G. Certified Occupancy Specialist Certification is desirable for compliance and guidance on HUD tenant issues and governance.
II. Tenant Marketing and Leasing
A. Prepares advertising for properties in accordance with any regulatory requirements.
B. Responsible for maintaining full occupancy.
C. Oversees the maintenance of all waitlists.
D. Reviews all completed applications and leases for accuracy and completeness, and for conformance with the properties Tenant Selection Policy.
E. Interviews applicants and verifies all qualifying criteria.
F. Assigns units in the order provided by the Waiting List and in accordance with Housing Policy and Procedures.
G. Knowledge of real estate tenant leases along with responsibility for updating of leases for all properties with current requirements and laws.
H. Executes lease and move in documents with resident.
III. Fair Housing and Tenant/Landlord Law
A. Assures adherence to all State and Federal Fair Housing and Tenant/Landlord Laws.
B. Addresses all requests for special accommodations/modifications.
C. Schedules regular fair housing compliance and training for property management staff.
IV. Administrative
A. Responsible for the writing and updating Tenant Selection Plans, Management Plan, Operating Procedures, Leases and House Rules when required.
B. Ensures consistent application of property rules and regulations, lease and lease addendums.
C. Responsible for management of the property management software and updates. Ensures all transactions in the software are correct, accurate and complete.
D. Responsible for Coordinator duties that include monitoring and approving users in HUD TRACS and EIV systems. Document that all users have proper security training.
E. Annually register all HUD corporations in the federal SAM register to ensure voucher payments.
F. Assists with planning and development needs for new development projects as directed by management.
V. Financial Reporting
A. Reviews revenues to be sure that rent payments, subsidies, security deposits, and tenant charges are recorded correctly.
B. Reviews delinquent accounts and resident receivables, and determines the necessary course of action.
C. Adheres to all accounting and reporting procedures required by Encompass.
D. Reconcile Asset Corporations GL accounts. Prepares and submits journal entries as necessary.
E. Approves the weekly accounts payable based on cash at hand and anticipated cash flows. Maintains a weekly spreadsheet showing current cash flow and position.
F. Acts as backup to the Analyst in submitting HUD requests to TRACs.
G. Meets regularly with Fiscal Officer, Executive Director to review financial progress of properties and discuss pertinent budgetary issues.
H. Prepares monitoring reports and presents them to HUD board at scheduled meetings.
I. Assists the Analyst in providing annual support to auditor/accounting and ensures compliance with internal and external audit requirements. Includes the ability to upload documents in Suralink.
J. Ensures all annual reports to funders are complete and accurate and sent to funder timely. Follows up on any corrections to deficiencies that are required.
VI. Budgets and Compliance
A. Oversees and assists with annual budget preparations.
B. Knowledge of HUD- Management Occupancy Review guidelines and requirements for a successful file review and audit for HUD properties.
VII. Maintenance
A. Overall site management of organizations real estate portfolio. Includes site visits, review of landscaping, condition of units, condition of property, and curb appeal.
B. Familiar with planning and execution of major site work for property portfolio sites.
C. Works with Maintenance Supervisor when required to schedule and perform annual or more frequent health and safety inspections of all properties when there are tenant concerns.
D. Participates in preparation and maintenance of replacement reserve analysis for all properties.
E. Works with maintenance supervisor to prepare for HUD REAC inspections.
VIII. Lease Management
A. Lease Management of all Encompass Community Services leased and owned properties. Knowledge of sites, real estate contracts, real estate lease terms and the ability to communicate with program directors/managers who need to be informed of lease renewals and contract details on a timely basis.
B. Updates the lease worksheet when new leases are executed. Prepares spreadsheet in a format required for year-end audit.
C. Works with accounting to insure correct monthly payments are made on all leases.
D. Research details of leases as needed.
E. Oversite for property sales and acquisitions.
REQUIREMENTS:
Bachelor's degree in business preferred.
At least five years of property management experience, non-profit experience is a plus.
Experience providing supervision of maintenance and administrative employees.
Strong computer skills, including intermediate Excel skills and proficiency with Microsoft Office (Outlook, Word and Powerpoint). Experience with lease management software preferred.
Strong math skills, with the ability to analyze figures.
Ability to multi-task, establish priorities and organize efficiently.
Excellent verbal and written communication skills, with the ability to clearly communicate to all levels of management.
Must have a drivers license and clean driving record
WAGES & BENEFITS:
We prioritize the well-being of our team as much as the community we serve. Our comprehensive health benefits reflect this commitment. We offer full-time employees medical and dental insurance plan that ensures peace of mind for themselves and their families. We go beyond traditional care by also offering our employees acupuncture and chiropractic, embracing a holistic approach to health that aligns with our values of care and compassion.
Our teamsfuture matters just as much as the present. Thats why we offer a 403(b) retirement plan, providing a foundation for a secure retirement. We also recognize the need for work-life balance, so Encompass offers a competitive package of 17 vacation days, 12 sick days, and 14 additional paid holidays. These benefits are thoughtfully pro-rated for part-time positions, affirming our commitment to fairness and flexibility.
ABOUT US:
At Encompass Community Services we provide our community with a wide range of services related to family & social well-being, early childhood education, behavioral health, housing and more. Every day through these services we work to make health, education and housing more equitable for all people in Santa Cruz County. For more than 50 years our work has touched generations by helping people have access to education, rebuild relationships, restore their health and regain dignity.
