Assistant Portfolio Manager (30195)

Description

Purpose: (General description and summary)

The Assistant Portfolio Manager supports the effective management and optimization of the Agency’s portfolio by assisting with daily operations, tenant relations, lease administration, financial oversight, and property maintenance. This role works closely with the Portfolio Manager to ensure the portfolio meets operational, financial, and compliance objectives while delivering exceptional service to tenants and stakeholders. The position requires a detail-oriented, proactive professional capable of balancing multiple priorities in a dynamic environment.

Accountabilities: (Responsibilities of the job)

• Ensure programs meet occupancy goals though active waitlist management.
• Build and maintain relationships with external partners and stakeholders to achieve occupancy goals.
• Meet with residents at the time of move-in and move-out. Ensure residents are oriented to the program at the time of move in and complete lease signing and necessary paperwork.
• Prepare tenant income certification paperwork for program compliance.
• Review all new applicant files for eligibility and accuracy before new leases are executed.
• Track and manages the certification/re-certification process annually.
• Maintain and update policies and procedures regarding regulatory compliance with tax credit, HUD, Section 8, Home Forward and all agencies that regulate qualified occupancy in the agency’s supportive housing communities.
• Ensure proper documentation and submission of housing voucher applications and compliance with Housing Authority regulations.
• Ensure tenant files’ audit findings are corrected in a timely manner and files are 100% compliant.
• Monitor Agency compliance with all Fair Housing laws and remain current on all related requirements.
• Coordinate with tenant support teams as needed, including Supportive Housing staff and treatment teams, to resolve barriers, problems and complaints.
• Coordinate with Operations Department and the Maintenance Team regarding unit and property needs.
• Assist in coordinating regular inspections and ensure that the property meets standards.
• Manage tenant needs including resident complaints and compliance with lease terms.
• Write, process and communicate violations to tenants and their support team.
• Assist in preparing documentation and following proper procedures if eviction is necessary, ensuring that all actions comply with landlord-tenant law
• Work closely with the property management team to ensure smooth daily operations, especially in areas that require specialized knowledge or handling.
• Assist with training staff
• Be prepared to handle tenant crises or conflicts, with a focus on de-escalation and finding constructive solutions
• Utilize property management software to track rents, maintenance requests, lease renewals, and other operational tasks. (Yardi and Tenant Tech)
• Able to effectively work with tenants from diverse backgrounds, including understanding the challenges faced by individuals with mental disabilities.
• Facilitate meetings with integrated team members, stakeholders, tenants, and other relevant parties.
  
  

Other General Expectations:

• Attend and positively participate in required meetings.
• Ability to work as a team member, remain flexible and establish priorities as a group.
• Ability to display a non-judgmental attitude.
• Creative, innovative and progressive problem-solver.
• Ability to multi-task and remain calm in a busy and stressful environment.
• Follow all corporate policies, procedures, and protocols.
• Follow through on all directives and instructions.
  
  

Core Competencies:

• Lease Administration: understanding and managing lease agreements, renewals and compliance.
• Facilities Management and Maintenance Oversight: ensuring properties are well-maintained, safe and compliant with regulations. Coordinate property repairs, schedules and vendor management.
• Rent Collections: ensuring timely collection of rents and managing arrears.
• Regulatory Compliance: awareness of local laws and regulations impacting property management (Fair Housing, HUD, Section 8, etc.). Ability to read and interpret complex regulatory documents.
• Stakeholder Communication: liaising with internal and external stakeholders to ensure alignment.
• Customer Service: ensuring high levels of satisfaction among tenants and stakeholders.
• Risk Mitigation: identifying potential risks and taking steps to minimize them.
• Record-keeping and Software Utilization: maintaining accurate records and demonstrated proficiency in tools such as Yardi, Asana, and general Microsoft software.
• Communication Skills: ability to effectively communicate through written and oral methods with diverse groups including tenants, support teams, government funders, etc.
• Adaptability: Ability to work in a complex organization and adapt to changes both within the agency and within the greater community.
  
  

Education/Experience:

• Associate degree or four years equivalent experience in property management – Licensed Property Manager Preferred.
• 3 years’ experience working with low-income communities in a compliance capacity.
• People with lived experience / Peer support experience are highly encouraged to apply.
• One year experience with Section 8 eligibility.
• One year experience with housing quality standards.
• Bilingual; reading, writing and speaking, in English and Spanish or other languages preferred.