What are the responsibilities and job description for the Portfolio Manager position at People's Self-Help Housing?
Job Description
Job Description
Description :
The Portfolio Manager works under the direction of the Senior Portfolio Manager. Portfolio Managers are responsible for direct supervision of Senior Property Managers and Maintenance Supervisors. The position ensures that the operations of the properties in assigned area of oversight are in compliance with the standards and expectations of the organization. Position will complete all reasonable work related directives given by his / her supervisor and above. Portfolio Managers are responsible for monitoring and directing all management related activities with site level personnel to optimize the financial performance of each property.
Essential Functions
Supervisory
Hire, manage, develop and terminate site personnel.
Responsible for monitoring and directing all management related activities with site level personnel to ensure that essential functions are met on a regular and consistent basis.
Working with the Compliance Manager and Senior Portfolio Manager, ensure site managers receive appropriate and timely training to stay current with regulatory requirements.
Provide training to staff in necessary functions.
Build a cohesive team that can rely on each other.
Plan coverage for unexpected absences.
Complete necessary trackers, dashboards, and reports.
Financial
Assist in the preparation of the annual property budgets.
Review the budget to actual performance on a monthly basis.
Review the tenants’ receivable report with the site managers, including the analysis of the collectability of late fees and damages.
Ensure that rent collection procedures are followed and benchmarks are achieved.
Ensure occupancy levels are at budgeted levels or higher.
Meet periodically with a Financial Analyst to discuss needs and concerns.
Management and Compliance
Monitor vacancy at each property in the portfolio, analyzing number of days vacant, turnover rate and the reasons for turnover to establish trends.
Make routine visits to each site and ensure that office procedures are organized and followed.
Include safety topics as regular part of department meetings.
Review the waiting list and applicant process for compliance with company policy and procedures.
Ensure property managers complete annual re-certifications according to policy.
Ensure that all regulatory compliance requirements and reporting are followed, monitored, and completed.
Address resident concerns appropriately and timely.
Work with SHP to prevent unnecessary evictions.
Supervise the development of a community event calendar; ensuring activities are in accordance with budget guidelines, management goals, and regulatory requirements.
Review tenant issues, including late payment of rent and warning notices.
Ensure timely issuance of 3-day notices and termination notices.
Ensure tenant files are maintained with clear supporting and written documentation of all issues.
Ensure that all first year files from each property have been copied and that the originals are filed in a safe “off-site” and / or central location.
Maintenance
Make routine visits to each site and ensure preventive maintenance and physical plant repairs or upgrades are established and addressed.
Collaborate with Maintenance Supervisors and staff to ensure work orders are completed on a timely basis.
Conduct regular site-specific assessments in conjunction with Facilities Manager and Asset Manager.
Participate in a team environment to prepare, maintain, and update site-specific emergency planning manual.
Assist in implementing training of site personnel required to implement emergency planning manual.
Periodically accompany Maintenance personnel on unit inspections.
Special Projects
In partnership with Asset Manager, develop long-term capital plans.
Oversee the capital project request process with Asset Management, Fiscal, and Maintenance.
Conduct quarterly site inspections and reports for the IIPP
Establishing rents and FMR for Section 8 vouchers on an annual basis, in accordance with regulatory and contractual obligations.
Develop and implement utility allowances, including analysis / development of rates for HUD / USDA
Coordinate and over-see initial project lease-ups, ensuring timely and accurate processing of applicants.
Work with Construction Department during rehab and new development projects to ensure PSHH standards are met.
Assist, as required, in the completion of all quarterly and annual reports to investors and housing programs on a timely basis.
Assist in the development of new policies and procedures to increase effectiveness and / or productivity.
Other duties as assigned.
Requirements :
Skill & Knowledge Requirements
Excellent leadership, organizational, and communication skills. Able to work as an effective member of a team and in a collaborative manner with staff, peers, and supervisor.
Ability to interpret and understand financial information generated from property management software reports.
Excellent computer skills, including Excel and Word, required.
Yardi software skills desired.
Excellent time management and organization skills with the ability to multi-task and manage in a fast-paced environment.
Ability to work independently in a complex and changing organization and adapt to changes in structures and work priorities.
Bilingual Spanish, desired.
Willingness to travel, as required.
Experience Requirements
Previous property management experience desired.
Experience in a customer-focused environment.
Previous experience supervising 1-3 direct reports.
Education Requirements
Bachelors’ degree preferred or equivalent experience in the affordable housing industry.
License / Certification Requirements
Current compliance certifications for HUD, USDA or Tax Credit preferred, or willingness to obtain certifications in all required areas within a reasonable time frame.
Valid CA driver’s license, proof of car insurance and a reliable vehicle.
Physical Requirements
Light lifting, walking, ability to bend and squat for short periods of time.
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