Property Manager

Property Manager

Coordinated Care Agency (CCA), a dba of the Archdiocesan Housing Authority, offers comprehensive services, enhanced shelter, and housing for people experiencing deep poverty and homelessness. The purpose of our work is to ensure that people have access to the healthcare and supports that they need to thrive. The team works to promote social changes to dismantle systemic racism, injustices and inequities that contribute to housing instability. We approach our clients and colleagues through a trauma informed lens, based on the knowledge and understanding of how trauma affects people's lives.

We believe that every person has the right to a safe, affordable place to call home. We seek a Property Manager who cares deeply about the health and well-being of our residents who have lived through the trauma of homelessness. The Property Manager is responsible for the day-to-day administrative operations, including the lease-up of new tenants and recertification of current tenants, overseeing the turnover of units, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team. The Property Manager collaborates closely with the Program Director and on-site services team to ensure residents remain stably housed.

Property Manager positions offer a compensation range of $29.18 – $37.17 per hour (DOE)

Full‑time, 40‑hour positions include a competitive benefits package:

• Medical, dental, and vision coverage, plus life insurance and long‑term disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Generous paid time off, including paid sick leave, 15 vacation days, 12 paid holidays, and 1 personal holiday
• CCS/CHS 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Responsibilities

Supervision and Leadership

• This position directly supervises the operations team, consisting of an assistant property manager, maintenance manager, and janitorial team.
• Provide supervision, leadership and mentoring.
• Oversee staff hiring, recognition, annual reviews, and disciplinary actions.
• Nurture effectiveness of staff through ongoing training, coaching, counseling and guidance.
• Ensure staff compliance and consistency with regard to company policies and procedures.
• Provide day-to-day supervision to maintenance and janitorial staff.
• Complete and monitor daily/weekly office and maintenance checklists, schedules and assignments.
• Collaborate with the Program Director to respond to lease violations that may put a resident's housing at risk.
• Work in-person at a program and attend required in-person agency meetings.

Compliance

• Ensure timely and accurate income certifications.
• Conduct tenant recertification annually and interim re-certifications as needed. Assist tenants through the recertification process to ensure compliance with funder requirements.
• Adhere to the Tenant Selection Plan for admitting new residents. Prepare new leases and landlord documents for applicants. Complete the move-in process, including lease signing and move-in inspection/orientation.
• Maintain relationships with all internal and community referral partners.
• Ensure that all lease documentation meets the contract obligations and funders' regulations.
• Ensure compliance with federal housing standards and fair housing laws.

Property Operations

• Manage resident relations with tact, diplomacy and courteous communications. Respond promptly to resident complaints, concerns and requests. Meet with residents to discuss infractions of lease and community rules. Enforce company policies and community rules with consistency and fairness.
• Ensure that all administrative paperwork is accurate, complete and submitted on a timely basis, including move-in/new lease packages, final deposit accounting statements and A/P.
• Prepare, implement and recommend procedures and systems within company guidelines to ensure orderly, efficient workflow. Ensure distribution of all company or community-issued notices (HR, emergency info, safety team, policy changes)
• Maintain records on all aspects of management activity and submit required documents and reports, as necessary.
• Ensure that rent ready apartments are available within maintenance operation standards and the quality of work meets or exceeds standards through regular inspections.
• Function as a Leader in times of emergency for the community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities such as criminal activity, employee/resident injuries, fires, floods, earthquakes, etc.
• Walk and inspect the property regularly to ensure it is clean and welcoming for current and prospective residents. Coordinate and participate in annual and monthly health, safety, and pest inspections for tenants.
• Follow Eviction Prevention policies and procedures in relation to issuing resident notices and ensuring compliance with community rules and rent payment procedures.
• Answer all incoming calls, answer routine questions regarding the program, and route appropriate messages.
• Sort and distribute incoming mail and process invoices as directed.
• Other duties as assigned.

Fiscal Management

• Manage financial processes, which include creating and monitoring budgets and collecting rent.
• Execute all functions of rent collection accurately and in a timely manner.
• Maintain rent roll and all tenant financial information in the Boston Post software program accurately and in real time.
• Collect and prepare financial supporting documents and work with the accounting staff to create and maintain a correct audit trail.
• Coordinate the purchase of necessary equipment and supplies for office needs. Plan for and utilize community resources, equipment and supplies economically.
• Complete processing of invoices in a timely manner. Review and manage all expenses weekly to maintain within budgeted guidelines. Track financials and work with vendors on billing and service issues.
• Review monthly financial results of property versus Budget and Year-to-date results each month. Complete monthly Variance Reporting Analysis.

Management Team/Services

• While maintaining a building operations perspective, work with supportive services team to bridge operations and services functions to effectively support the resident and the building.
• Manage crises and model de-escalation and Trauma-Informed Care.
• Provide administrative support to the Program Director to assure that program fulfills grant and contract performance and reporting requirements.
• Participate in regularly scheduled team meetings.

General

• Observe/follow guidelines on confidentiality rights of residents and respect of privacy.
• Maintain accurate record of hours worked and turn in timesheets on schedule.
• Attend trainings required of employees.
• Perform other job-related duties as assigned.

Job Conditions:

This position requires the employee to work in an environment where there may be exposure to illicit drug residues and fumes, bloodborne pathogens or other bio-hazardous materials in the course of doing business. Other exposures could include cleaning supplies, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, pests, and odors. Other working conditions may include interruptions, working alone, evening or weekend work, responding to emergencies and working on-call.

This position also requires the employee to work with clients who may have untreated or poorly treated substance use and mental health disorders. These clients may demonstrate challenging behaviors that require staff support for de-escalation or redirection.

Physical Requirements:

The requirements described here 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.

• The employee is frequently required to talk, hear, stand, walk, use hands to finger/ handle/feel/type, operate office machinery and reach with hands and arms. Requires the ability to regularly push, pull, lift and/or carry supplies up to 20 pounds and occasionally up to 40 pounds.

• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• Work takes place at the agency work location for the duration of the scheduled shift where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required.

Mental Requirements:

The cognitive skills needed to complete tasks, including abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem-solving, and comprehend