Operations Analyst

The Philadelphia Housing Authority, America's fourth largest public housing authority and leader in real estate development and property management, is seeking an Operations Analyst – Asset Management in the Operations Department.

Under the general direction of the Vice President of Asset Management or designee, the Operations Analyst provides research, analysis, evaluation, reporting and other services as part of a team responsible for oversight and monitoring of a portfolio of non-public housing multifamily properties acquired or developed by the Philadelphia Housing Authority’s PHADC affiliate (hereinafter referred to as “PHADC” or “the owner”).

The salary range for this position is $70,964.80 - $88,706 annually. Placement at any specific point within the stated range is not guaranteed for any candidate. Final compensation will be determined based on the selected candidate's qualifications, experience, and skills, as well as internal equity and organizational considerations.

The position operates in accordance with the goals, policies and procedures established for the Asset Management Department to ensure that the housing portfolio is performing at its optimal level including, but not limited to, operational performance, compliance performance, building conditions performance, environmental performance, customer service, resident satisfaction and other related metrics.

The Operations Analyst provides support for the Asset Management Department which also includes Senior Portfolio Asset Manager(s) and Financial Analyst(s). The position collects, reviews, analyzes and summarizes data and reports from third-party property managers and other sources primarily related to operational performance, compliance performance, building conditions performance, environmental performance, customer service, resident satisfaction and other related metrics. The position participates in site visits, meetings, conference calls and other interactions with third-party property managers to evaluate, assess and follow up on performance requirements and metrics; utilizes and updates the agency’s asset management database and dashboard(s); prepares reports on individual properties and portfolio-wide comparative operational performance; and, supports development, monitoring and follow up on annual budget and annual performance metrics.

The position provides support to monitor and follow up on daily, weekly and monthly reports submitted by third-party property managers related primarily to operational, compliance, building conditions, environmental conditions, customer service, resident satisfaction and other metrics and outcomes. The position monitors and reviews property-specific contracts (insurance, building system service contracts, etc.) and makes recommendations related to those areas. The position provides support to respond, follow up and work to resolve complaints, concerns and issues raised by residents, neighbors, property contractors and other stakeholders. The position provides support for onboarding and transition of property management firms to ensure an orderly transition with no disruption of services to residents.

As the portfolio includes both market rate units and units subsidized through PHA’s Housing Choice Voucher (HCV) program and/or other PHA programs authorized pursuant to its Moving to Work (MTW) Agreement with the US Department of Housing and Urban Development (HUD), the position requires ongoing coordination and collaboration with other PHA departments to ensure that PHA resources are efficiently utilized and that third-party property managers fully comply with HCV, MTW and other applicable requirements including those related to the timely resolution of issues related to inspections, subsidy payments, vacancies, Housing Assistance Payments Contract and other areas.

As directed, the Operations Analyst provides project management, market research and due diligence support for proposed acquisitions and new developments and provides support for post-closing property management transitions.

Essential Functions:

· Operate in accordance with established policies and procedures for the Asset Management Department.

· Ensure timely receipt and accuracy of asset management information collected from third-party managers and other sources.

· Prepare, or assist in the preparation of, weekly, monthly, quarterly, annual and special reports for senior management, investors, lenders and/or regulatory agencies as directed.

· Analyze/research monthly property actual results in comparison to proforma and/or other key performance metrics (KPIs) established for each property.

· Support annual property operating, capital budget and KPI-setting processes.

· Maintain and update compliance reporting tracker.

· Analyze and prepare reports and data related to property leasing, vacancy turnaround, rent collections, market rents, maintenance service, customer service, compliance and other established metrics.

· Research and assist in developing/implementing recommendations for improving property performance on leasing, vacancy turnaround, rent collections, market rents, maintenance service, customer service, compliance and other established metrics.

· Research and assist in developing/implementing recommendations for ensuring compliance with HCV, LIHTC and/or other applicable subsidy program requirements.

· Conduct periodic on-site physical conditions and administrative reviews to evaluate property conditions and performance.

· Reviews, monitors and makes recommendations related to property-specific contracts for insurance, building system services, etc.

· Assist in project management, market research, due diligence and other support services related to proposed acquisitions and new development.

· Respond, follow up and work to resolve complaints, concerns and issues raised by residents, neighbors, property contractors and other stakeholders.

· Proactively inform and consult with supervisor regarding performance concerns or issues within the assigned portfolio.

· Assist in contracting, onboarding and transitions of third-party property managers within the assigned portfolio.

· Perform other duties as directed by supervisor.

MINIMUM QUALIFICATIONS:

Education, Training and Experience Guidelines:

· Bachelor’s degree required with coursework in business, finance, accounting, real estate or comparable field is preferred.

· Minimum of 2 years relevant work experience, preferably in multifamily asset management or property management.

Required Knowledge of:

· Multifamily asset management and property management methods, tools and techniques.

· Strong proficiency with MS Office and other common office tools including spreadsheets, word processing and presentation software.

· Strong analytical and quantitative skills.

· Knowledge of and/or ability to learn and develop facility with software tools commonly utilized by third-party property managers such as Real Page, Yardi, MRI, etc.

Required Skill in:

· Researching and evaluating multifamily asset management functions.

· Reviewing, tracking and reporting on operational and other metrics.

· Assessing and prioritizing multiple tasks, projects, and demands.

· Client relations and customer service.

· Using initiative and independent judgment within established procedural guidelines.

· Evaluating policies and procedures and making recommendations for improvement.

· Establishing and maintaining effective working relationships with co-workers, residents, the general public, and all stakeholders.

· Interacting with people of different social, economic, and ethnic backgrounds.

· Communicating effectively both verbally and in writing with audiences possessing varied education, economic, cultural and ethnic backgrounds.

LICENSE AND CERTIFICATION REQUIREMENTS:

· A valid Commonwealth of Pennsylvania Driver's License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

· Work is typically performed in a standard office environment and also requires limited travel and site visits to locations throughout the City of Philadelphia.

How to Apply:

All applications will be accepted via PHA's Jobs Board at pha.phila.gov/jobs.

About the Philadelphia Housing Authority (PHA)

Established in 1937, and with an employment workforce of over 1,100, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia, Pennsylvania.

Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants.

PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic.