Property Manager - Madrone Hotel & Swans Market Apartments
East Bay Asian Local Development Corporation
- Oakland, CA
- $41,933-57,117 per year
- Permanent
- Full-time
- Responds to inquiries from applicants
- Shows vacant units to prospective tenants
- Maintains a waiting list, markets units, and screens applicants for vacancies according to appropriate guidelines and policies set forth
- Verifies all income, assets, household characteristics, and circumstances that affect program eligibility
- Complies with regulations regarding income certifications and other documentation
- Prepares and processes leases, security deposit agreements, unit inspections, and forms for incoming and current residents
- Ability to solve routine problems or determine a course of action in case of emergency
- Conducts pre-occupancy orientation for new residents
- Completes move-in and move-out procedures
- Processes evictions with assistance from Property Supervisor, once approved
- Collects rent and other monies, and ensures that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system using procedures set forth by EBALDC
- Issues receipts for monies collected
- Issues approved rent increases annually as directed by the Corporate Office
- Reviews all delinquent accounts and resident receivables, and determines necessary course of action to collect outstanding balances in consultation and approval with the Property Supervisor
- Serves three-day notices, when necessary
- Ensures the properties are maintained and repaired according to standards which, in EBALDC's business judgment, are to the long-term benefit of the properties
- Purchases supplies, equipment and services as are necessary for operations, maintenance and repairs
- Processes and prioritizes maintenance request orders, including basic maintenance tasks to be completed by on-site staff and maintenance problems beyond their capabilities
- Arranges for inspections and repairs of all vacant units and units in need of repair
- Maintains preventive maintenance schedules for the equipment and the building
- Maintains information about basic structural data, including the location of fire equipment, water main, sprinkler shutoff valve, gas main, fuse box or circuit breaker, and heat controls
- Performs a daily inspection of the property, both on the interior and the exterior, to inspect for age and any problems in maintenance, security, or safety
- Performs annual inspections of each unit for needed repairs
- Performs building inspections to ensure that the common areas are properly utilized, orderly, and secure
- Maintains a sanitary and pest-free living environment
- Conduct monthly on-site staff meetings
- Perform walk through unit inspections annually as well as needed through the direction of the Property Supervisor with identified stakeholders
- Maintains regular office hours and assumes primary responsibility for resident-management relations
- Enforces lease agreements and house rules
- Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event.
- Supervises on-site staff; performs annual performance reviews and makes salary recommendations to Property Supervisor; takes disciplinary actions when necessary
- Assists residents to develop an awareness of available community services for counseling, education, recreation and health services
- Assists Property Supervisor in developing specifications and obtaining bids from vendors/contractors to ensure quality work at reasonable costs
- Monitors and supervises contracted services and vendors
- Assists Property Supervisor in determining and administering capital improvements and replacement program
- Assists Property Supervisor in preparing and monitoring annual operating budgets
- Manages the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening and answering mail daily; coding invoices daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and staff are presentable to the public.
- Conduct quarterly (or annual) meetings with residents, as needed
- Processes and maintains all resident documents and forms including leases, income certifications, and recertifications timely
- Communicates all problems and resolves them or makes recommendations to the Property Supervisor for resolution.
- Maintains a record of financial transactions with tenants in Yardi
- Maintains adequate accounting records, including records for rents and miscellaneous income, records for expenses, and petty cash
- Provides Property Supervisor with weekly written report each Monday, summarizing the building operations of the prior week, which should consist of the following: a summary of the week's move-ins, move-outs, rents past due, and actions taken; copies of any incident reports written or correspondence to residents; and other items as needed
- Provides Property Supervisor with a monthly building report which should include aged delinquency, vacancy, and other pertinent information
- Prepares all non-financial lenders reports with assistance from Property Supervisor
- Provides immediate emergency services for the welfare and safety of the tenants
- Meets with tenants for organizational, functional, informational, and relational purposes
- Escorts authorized inspection personnel and visitors throughout the building, when necessary
- Performs other appropriate duties as assigned
- Is available to tenants during EBALDC business hours
- Is available for reception of repairpersons and authorized inspection personnel
- Relates to tenants’ needs and communicates support services (e.g., electrician, plumber, maintenance person)
- Maintains an office on the premises in a business-like fashion
- Performs other activities or tasks not outlined above as assigned by Property Supervisor to ensure the viable operation of the property
- Participates in department, EBALDC and other staff meetings and activities
- Minimum two (2) or more years prior housing property management experience as a Property Manager, especially in tax credit or other subsidized housing program
- Excellent administrative, organizational and written/verbal communication skills
- Sound judgment
- Ability to work with a wide variety of personalities and deal with them in an effective manner
- Basic bookkeeping knowledge
- Computer literate in Microsoft Word and Excel
- Skills in problem solving with staff and residents
- Ability to interact with a wide variety of people - personnel, residents, local agencies, contractors and owner
- Ability to take initiative and think independently
- Two or more years prior housing property management experience as a Property Manager, especially in tax credit, or other subsidized, Supportive housing
- Two or more years prior supervisory experience
- Experience certifying tenant incomes to meet Section 8 and HUD regulations
- Knowledge of low-income housing tax credit regulations
- Background related to tenant population of building complex (i.e., handicapped, elderly, homeless) preferred
- Real Estate Sales License
- YARDI Software knowledge a plus
- California driver’s license desirable.
- Certified Tax Credit Specialist and/or Certified Occupancy Specialist (COS) depending on property and regulatory structure or attainment of within six (6) months of hire
- Approximately 40% of the job is done sitting, 30% standing and 30% walking
- Frequently walks, stoops, bends, squats (to retrieve files or pick up debris); climbs stairs, walks on uneven ground, lifts items less than 15 pounds, and reaches at, below, or above shoulder level
- Frequent face-to-face interactions with residents/staff/visitors and must speak clearly and articulate with extreme accuracy to give directions, talk on the phone, etc.
- Occasionally may lift items 16-50 pounds, push items 20 pounds, climb ladders, kneel, twist, or grasp/pull/carry/push equipment such as janitorial carts, vacuums, brooms, or mops. Must occasionally withstand heights up to the number of stories in the building
- Must be able to independently get to all areas of the property (including roof)