Description

ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead the effort to eliminate homelessness. We now operate in Contra Costa, Solano and Sacramento Counties.

MISSION: To prevent and end homelessness among low-income, homeless, and disadvantaged families and individuals by providing housing services, support and resources that lead to self-sufficiency.

JOB TITLE: HUD Property Manager

WORK LOCATION: Main Office – Concord

STATUS: Exempt/Full Time

TEAM: Property

REPORTS TO: Director of Property and Housing

SUPERVISES: Contra Costa County and Solano Affordable Housing Specialist

PURPOSE of ROLE: This position will hire, train, supervise, lead and motivate a team of Affordable Housing Specialist. This position is dedicated to overseeing a portfolio of affordable housing units in partnership with Program Managers, Case Managers, and Housing Navigators. The Property Manager ensures that all properties, including SHELTER, Inc. corporate locations and shelters, are managed within budget and with strict compliance to all rules and regulations set forth by funders, HUD, California Tenant Landlord law, and other regulatory bodies. The manager ensures a high level of support, monitoring, regulatory interpretation, conducts audits, provides training and the information needed to establish and achieve compliance requirements at all times.

RESPONSIBILITIES:

OPERATIONS

• Leads Affordable Housing Specialist in ensuring that budgeted occupancy, collections and audit standards are achieved in all portfolios through mentoring, monitoring and communication of concerns/training needs to direct supervisor. This includes anticipating vacancies, adhering to Waiting List and referral procedures and selection policies in compliance with Federal, State, Local, Regulatory, and SHELTER, Inc.’s requirements.
• Ensure that all resident files are maintained, accurate, and current.
• Monitor collection practices and compliance within all portfolios. Take appropriate steps to ensure that Assistant Property Managers enforce payments policy and communicate all shortfalls, through proper communication with tenant, case manager, and/or financial manager. Assist in preparing and monitoring payment plans as indicated in property and housing manual.
• Ensure timely and complete onboarding, mentoring and training of new hire Assistant Property Managers. Assist in training and development of current property staff to ensure compliance and established standards both internal and external.
• Work with Assistant Property Managers to ensure compliance to meet all internal standards, program, regulatory, and funding source requirements.
• Assist in process review, planning and implementation of process improvement plans to ensure efficiency of operation throughout the property and housing team.

REGULATORY COMPLIANCE 

• Ensure staff compliance with regulatory requirements relating to the set-up and ongoing maintenance of resident files, data entry into Clarity and Yardi Voyager.
• Oversees and/or completes successful monthly submission of the HUD vouchers through Yardi. Develop, implements and maintains an internal policy for submission.

PROPERTY & FACILITY STANDARDS

• Promote harmonious relations among residents, staff, vendors and persons of the larger community by promptly and professionally addressing needs/issues as they arise.
• Communicate concerns in a timely and professional manner and respond to requests promptly, fully, and courteously. Help to ensure the highest standards of service and effective communication with tenants, co-workers and customers/partners, both internal and external.
• Assist in ensuring that all certification standards are communicated to Assistant Property Managers and are consistently met over all portfolios.
• Demonstrate a high level of care and customer service. Assist in ensuring team communications with any and all customers and/or business partners meets the agency’s standard of excellence.

SUPERVISORY DUTIES & STAFF DEVELOPMENT

• Identify and present recommendations regarding staffing needs and structural changes as necessary to adapt service operations to emerging needs and new program practices.
• Coordinates with Director of Property & Housing (if applicable) and Human Resources team on job postings, manage applicant screening/hiring process and oversees goal-setting process for each job role.
• Provide supervision, training, and manage/monitor supportive coaching process to all direct reports. Celebrate individual and team performance and highlight "learning opportunities". Solicit staff input on developmental interests and implement ongoing training.
• Conduct performance management processes and reviews, as needed, for all direct reports.
• Assure compliance with personnel policies re: attendance, time off requests, timesheet approval, conflict-of­ interest, etc.
• Coordinate with human resources as staff issues arise to adhere to agency personnel policies regarding proactive identification/documentation of concerns, developing and monitoring performance improvement plans and/or curriculum to keep Assistant Property Managers engaged in the utilization of best practices.
• Provide staff training on property management requirements as needed and in coordination with Human Resources and Senior Leadership.

MAINTENACE AND FACILITIES.

• Responsible for maintaining the satisfactory condition of SHELTER, Inc owned properties including general maintenance and appliance support and replacement.
• Ensures maintenance agreements are satisfactorily met for master leased properties and those of participants as required.
• Working with the Maintenance & Facilities Manager, coordinates and prioritizes facilities requests across the agency.

SUPERVISORY/STAFF TRAINING

• Coordinates with Director of Property & Housing on job postings, manage applicant screening/hiring process and oversees goal-setting process for each job role.
• Provides supervision, training, and performance management process to all direct reports.
• Assures compliance with personnel policies re: attendance, leave requests, timesheet approval, conflict-of-interest, etc.

• Hires, trains, develops, supports, supervises, and represents staff and applicable programs to internal and external partners including funders and private property owners; coordinates inspections where required by funding source, serves as liaison within and outside agency for housing location and tenant education staff services.
• Solicits staff input on team improvement ideas and personal developmental interests and implement ongoing training curriculum to keep team engaged in the utilization of best practices in the field.

REGULATORY/COMPLIANCE

• Oversees audits of the resident files in advance of all regulatory audits and inspections from government and other entities as required.
• Approves all tenant move-in files based on compliance review and tenant annual income re-certifications.
• Facilitates marketing and lease-up activities of SHELTER, Inc. owned properties as it relates to occupancy and program compliance requirements.
• Maintains department policies and procedures; ensures that all regulatory documentation, such as Affirmative Fair Housing Marketing Plans, Management Certifications, Rent Schedules, Tenant Selection Plans, Rental Application, and other required documentation are current at all times.
• Ensures staff compliance with regulatory requirements relating to the set-up and ongoing maintenance of resident files, data entry into county and property management systems.
• Ensures all ledgers reflecting rental and security deposit amounts are accurate daily/weekly/monthly.

EXPECTED PROFICIENCIES:

• Quality control - demonstrates accuracy and thoroughness, monitors own work to ensure quality.
• Strong presence, consistent energy level and positive demeanor.
• Demonstrated capacity to maintain highest standards of confidentiality with all records, including organizational and individual information.
• Attendance and dependability, can be depended on to report to work at the scheduled time and is seldom absent from work.
• Works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Agency. The employee exhibits a professional manner in dealing with others and works, to maintain constructive working relationships.
• Keep professionalism at all times, including setting and maintaining appropriate boundaries.
• Excellent follow through, “can do” attitude to get the job done.
• In-depth knowledge of best practices within the property management field, particularly within the subsidized and supportive housing environment, with an emphasis in application of California landlord-tenant, Section 504, ADA laws and procedures.
• Strong financial acumen for assisting in the development and monitoring of property financial budgets.
• Excellent oral/written communication skills and listening abilities.
• Ability to interpret and balance priorities between competing demands on time and resources.
• Able to maintain patience, tolerance, tact, and diplomacy, even in stressful or confrontational situations.
• Self-motivated and accountable for timely follow-through.
• Well-honed negotiation, mediation, conflict resolution and customer service skills.
• Proficiency with PC systems, Microsoft Office software; YARDI Voyager, and Clarity.
• Must be familiar with or can work with re-entry, special needs & homeless populations.
• Property, asset and mathematic, problem solving and analytical skills.
• Leadership soft skills including; coaching, training, mentorship, and clear and appropriate communication.

MINIMUM QUALIFICATIONS:

• Combination of education and experience that demonstrates a capacity to manage low-income and special needs housing and supportive housing program(s) for people coming from crisis situations and traumatizing circumstances.
• Three years residential property management experience in affordable housing to include multi-family HUD project-based section 8, MOR and EIV requirements.
• Working knowledge of Property Management field, lord-tenant, fair housing, Section 504, ADA, Section 8, with ability to comprehend HUD manuals, regulatory agreements, contracts and industry publications.
• Working knowledge of building maintenance systems.
• Ability to add, subtract, multiply and divide, using whole numbers, fractions, and decimals. Including ability to compute rate, ratio, and percent.
• Proficiency with PC systems, Microsoft Office, Yardi, and Clarity
• Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.’s automobile coverage.
• Strong financial acumen for assisting in the development and monitoring of property financial budgets.
• Ability to interpret and apply complex, sometimes competing regulatory/contractual requirements.
• Effective team-builder and efficient department manager with demonstrated commitment to teaching/learning, and extremely comfortable in training roles.
• Well-honed negotiation/mediation, conflict resolution and customer service skills.
• Ability to organize meetings, manage group processes and facilitate schedules/logistics.
• Quality control: demonstrates accuracy/thoroughness in monitoring own work to ensure quality and seeks/applies feedback to improve performance.
• Highly organized: MUST MEET DEADLINES including internal and external commitments, able to manage multiple assignments to meet project deadlines.
• Must successfully pass a criminal background check.

PREFERRED QUALIFICATIONS:

• Tax Credit Specialist, Certified Occupancy Specialist (COS), Blended Occupancy Specialist (BOS) and/or equivalent.
• Supervisory experience as a team leader or manager.
• REAC and HQS training
• Fair housing Certified
• Bilingual English/Spanish
• Five years or more of recent property management experience in affordable housing with a minimum portfolio size of 500 units with an emphasis on HUD subsidized affordable housing. LIHTC,HOME, HOPWA, HCD, Shelter Plus Care, MHSA working knowledge a plus.

PHYSICAL DEMANDS:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel objects. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

There are no unusual environmental conditions. Typically, the noise level in the work environment is quiet.

Benefit Package Includes

• 18 days of Paid Time Off to start, stepping up to 25 days over 8 years (vacation, sick, personal)
• 15 paid holidays including your birthday!
• Tuition reimbursement
• Medical insurance Fully paid employee coverage of at least three plans and 50% of dependents premium (Kaiser, Sutter Health and Anthem Blue Cross)
• Dental Fully paid employee coverage and 50% of your dependents premium
• Vision Fully paid employee coverage and 50% of your dependents premium
• Flexible spending account
• Group term Life insurance and Accidental Death & Dismemberment Fully paid employee coverage
• Long-term disability insurance Fully paid employee coverage
• Employee Assistance Program
• Voluntary Pet Insurance through Wishbone Pet Insurance
• Voluntary Aflac insurances
• 403b Retirement Plan with matching contribution

Qualifications