Portfolio Manager

Job Description

Job Description

Description:

People's Self-Help Housing (PSHH) is looking to hire a motivated and experienced Portfolio Manager. The Portfolio Manager works under the direction of the Associate Director of Property Management. Portfolio Managers are responsible for direct supervision of Senior Property Managers, Roving Property Managers, Assistant Managers, and Property Managers. The position ensures that the operations of the properties in assigned area of oversight are following the standards and expectations of the organization. Position will complete all reasonable work-related directives given by his/her supervisor and above. Portfolio Managers are responsible for monitoring and directing all management related activities with site level personnel to optimize the financial performance of each property.

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.

Essential Functions:

Supervisory

• Hire, manage, develop and terminate site personnel.
• Responsible for monitoring and directing all management related activities with site level personnel to ensure that essential functions are met on a regular and consistent basis.
• Working with the Compliance Manager and Senior Portfolio Manager, ensure site managers receive appropriate and timely training to stay current with regulatory requirements.
• Provide training to staff in necessary functions.
• Build a cohesive team that can rely on each other.
• Plan coverage for unexpected absences.
• Complete necessary trackers, dashboards, and reports.

Financial

• Assist in the preparation of the annual property budgets.
• Review the budget to actual performance on a monthly basis.
• Review the tenants’ receivable report with the site managers, including the analysis of the collectability of late fees and damages.
• Ensure that rent collection procedures are followed and benchmarks are achieved.
• Ensure occupancy levels are at budgeted levels or higher.
• Meet periodically with a Financial Analyst to discuss needs and concerns.

Management and Compliance

• Monitor vacancy at each property in the portfolio, analyzing number of days vacant, turnover rate and the reasons for turnover to establish trends.
• Make routine visits to each site and ensure that office procedures are organized and followed.
• Include safety topics as regular part of department meetings.
• Review the waiting list and applicant process for compliance with company policy and procedures.
• Ensure property managers complete annual re-certifications according to policy.
• Ensure that all regulatory compliance requirements and reporting are followed, monitored, and completed.
• Address resident concerns appropriately and timely.
• Work with SHP to prevent unnecessary evictions.
• Supervise the development of a community event calendar; ensuring activities are in accordance with budget guidelines, management goals, and regulatory requirements.
• Review tenant issues, including late payment of rent and warning notices.
• Ensure timely issuance of 3-day notices and termination notices.
• Ensure tenant files are maintained with clear supporting and written documentation of all issues.
• Ensure that all first year files from each property have been copied and that the originals are filed in a safe “off-site” and/or central location.

Maintenance

• Make routine visits to each site and ensure preventive maintenance and physical plant repairs or upgrades are established and addressed.
• Collaborate with Maintenance Supervisors and staff to ensure work orders are completed on a timely basis.
• Conduct regular site-specific assessments in conjunction with Facilities Manager and Asset Manager.
• Participate in a team environment to prepare, maintain, and update site-specific emergency planning manual.
• Assist in implementing training of site personnel required to implement emergency planning manual.
• Periodically accompany Maintenance personnel on unit inspections.

Special Project

• In partnership with Asset Manager, develop long-term capital plans.
• Oversee the capital project request process with Asset Management, Fiscal, and Maintenance.
• Conduct quarterly site inspections and reports for the IIPP
• Establishing rents and FMR for Section 8 vouchers on an annual basis, in accordance with regulatory and contractual obligations.
• Develop and implement utility allowances, including analysis/development of rates for HUD/USDA
• Coordinate and over-see initial project lease-ups, ensuring timely and accurate processing of applicants.
• Work with Construction Department during rehab and new development projects to ensure PSHH standards are met.
• Assist, as required, in the completion of all quarterly and annual reports to investors and housing programs on a timely basis.
• Assist in the development of new policies and procedures to increase effectiveness and/or productivity.
• Other duties as assigned.

Skill & Knowledge Requirements

• Excellent leadership, organizational, and communication skills. Able to work as an effective member of a team and in a collaborative manner with staff, peers, and supervisor.
• Ability to interpret and understand financial information generated from property management software reports.
• Excellent computer skills, including Excel and Word, required.
• Yardi software skills desired.
• Excellent time management and organization skills with the ability to multi-task and manage in a fast-paced environment.
• Ability to work independently in a complex and changing organization and adapt to changes in structures and work priorities.
• Bilingual Spanish, desired.
• Willingness to travel, as required.
• Previous property management experience desired.
• Experience in a customer-focused environment.
• Previous experience supervising 1-3 direct reports.
• Bachelors’ degree preferred or equivalent experience in the affordable housing industry.
• Current compliance certifications for HUD, USDA or Tax Credit preferred, or willingness to obtain certifications in all required areas within a reasonable time frame.
• Valid CA driver’s license, proof of car insurance and a reliable vehicle.
• Light lifting, walking, ability to bend and squat for short periods of time.