Roving Property Manager

Description

Responsibilities

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

Coverage

• Travel to other sites as needed
• Provide coverage for above duties while property managers are on leave
• Assist with special projects on teams of property managers

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

Experience Requirements

• Experience working in an office environment and using office equipment

• Experience in affordable housing property management highly desired

• Proven ability and experience maintaining confidentiality with proprietary company information and personal client information.

License/Certification Requirements

• Valid CA driver’s license, proof of auto insurance and access to a reliable vehicle.

Physical Requirements

• Light lifting (up to 20 pounds), walking, bending and squatting for short periods of time.