What are the responsibilities and job description for the Temporary Property Manager position at People's Self-Help Housing?
Job Description
Job Description
Description :
People's Self-Help Housing (PSHH) is seeking a temporary, experienced property manager to oversee both a 36-unit Tax Credit property as well as an 8-unit USDA / Tax Credit property as a one to two month assignment. After this time, this individual will move on to overseeing an 83 unit HUD and Tax Credit property for an additional 3-4 months. (Estimated position assignment is approximately 4-6 months).
With a mission to build affordable homes with site-based services that offer opportunities to change lives and strengthen communities, People's Self-Help Housing is the longest-serving nonprofit developer on California’s Central Coast. We serve low-income working families, farmworkers, seniors, and veterans and provide welcoming environments for those living with disabilities and for the formerly homeless. Along with building and managing beautiful and accessible neighborhoods in San Luis, Santa Barbara, and Ventura counties, we offer a broad array of programs to promote health, education, and connections to community-based resources.
This is a full-time position (40 hours / week).
Essential Functions
Compliance
All duties related to processing tenant applications including marketing the property, accepting and receiving applications, qualifying applicants by checking credit and criminal background, previous landlord and other references, verifying income, maintaining waiting list, showing apartments and reviewing lease contracts with tenants.
All duties related to processing tenant applications
Annually re-certify tenants by the effective date
Review and prepare for audits from regulatory agencies and investors by ensuring that all internal and regulatory compliance requirements are followed and completed
Attend training classes and seminars to stay current with appropriate property required certification
Maintain tenant and unit files in accordance with regulations
Maintenance / Safety
Perform move-out inspections with Maintenance Manager
Ensure settlement statements and other parts of the move out process are completed accurately and timely
Maintain accurate information on vacancies and the make ready process
Arrange for re-keying of door locks
Process repairs quickly to ensure the unit can be re-rented as soon as possible
Assist with periodic inspections
Perform move-in inspections with tenants
Ensures all turnover procedures are followed, and that turnovers are accomplished in a timeframe and manner consistent with PSHH standards, and the property’s budgetary goals and limitations.
Ensure work orders are prioritized and completed according to policy
Track preventive maintenance and process purchase requests and approval forms
Check community areas and shared spaces for cleanliness and safety on a daily basis
Maintain control of keys for apartments and common areas
Be prepared for emergencies with mapping of gas shutoff valves, water, escape routes, etc.
Ensure physical standards for each site are achieved in accordance with expectations of the organization.
Resident Management
Review lease and house rules and with the new tenants and instruct on the use of appliances, etc.
Assist tenants in organizing regular cultural and national celebrations
Help to coordinate, through department collaboration, self-sufficiency tenant programs and activities
Reinforcing lease, addendums, house rules with proper notices and meetings
Financial
Help with budget overview, work on early stages of budget development
Ensure variance reporting is completed monthly for each property
Collect rents according to policy and ensure benchmarks are met
Ensure leasing procedures are followed and occupancy levels are at standards
Process security deposit refunds in a timely manner
Process accounts payable on a weekly basis
Work within the approved operating budget
Collect rents, post to database, make bank deposits and maintain tenant and unit files in accordance with regulations and within a timely manner. If applicable, collect laundry money, roll and deposit on a regular basis
Perform move-in inspections with tenants; re-review lease and house rules and with the new tenants and instruct on the use of appliances, etc.
Perform move-out inspections in coordination with Portfolio Manager and / or Facilities / Maintenance Manager. Arrange for re-keying of front door locks. Process security deposit refunds in a timely manner. Make sure any repairs / maintenance needs are made as quickly as possible so that the unit can be re-rented as soon as possible
Assist with periodic inspections
Process accounts payable on a weekly basis
Attend appropriate training classes and seminars to stay current with appropriate property required certification
Prepare various weekly and monthly reports as required
Work within the approved operating budget
Process work orders by notifying maintenance staff, landscape staff or an outside provider as instructed, of needed repairs. Track preventive maintenance. Process purchase requests and approval forms
Maintain a maintenance file for each unit to maintain warranty information, track and schedule preventative maintenance required and performed
Check community spaces, grounds, mailboxes and parking areas for cleanliness and safety on a daily basis
Maintain control of keys for apartments and common areas. Assist tenants with lockouts
Assist tenants in organizing typical cultural and national celebrations
Property Managers may be required by management to live on site as a condition of employment. This requirement would be determined by factors such as but not limited to local / state / federal regulations and / or what management believes to be in the best interest of the property or the need to maintain property compliance with funders and / or others; the requirements may change from time to time
Maintain the community room calendar, if applicable. Review the cleaning policy, security deposit and other rules with tenants. Accept and refund deposits for appropriate use of community space
Work with the Health and Community Services Department, the Portfolio Manager and local agencies to coordinate self-sufficiency programs and recreational activities for tenants, if applicable. If applicable, advise tenants on accessing public and private social services
Prepare for emergencies with mapping of gas shutoff valves, water, escape routes, etc.
Other duties as assigned
Requirements :
Skill & Knowledge Requirements
General computer literacy
Proficiency in Microsoft Office, especially in Word and Excel
Strong verbal and written communication skills
Ability to work with people of all cultures and economic status
Bilingual (English / Spanish) may be required and is always highly preferred
Ability to provide professional and courteous customer service
Works collaboratively in a team environment
Ability to prioritize, multitask and meet deadlines autonomously
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