Property Manager

Property Manager

Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home. Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington. We provide supportive services for people who have experienced homelessness, low-income seniors, farm worker families, and those who have special physical and mental needs.

The Property Manager oversees the property management activities on site and supervises the work of other property management staff to meet Key Performance Indicators (KPI's). This position coordinates facilities operations with the maintenance team. 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, fiscal management of operations, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team. This person will seek to provide tenants with a safe, positive and healthy living environment by achieving positive outcomes.

To effectively house our residents, property management staff and supportive services staff strive to cooperate and work in tandem. Services and property management staff share the core values of: compassion, diversity, excellence, justice, stewardship, and accountability. Support for our residents and sustainable properties is the overarching goal that CHS strives to achieve, and each of our employees, no matter their role, is an active participant in striving for that. The person in this position will work closely to collaborate and communicate on a regular and frequent basis with onsite services for resident retention and positive KPI outcomes.

Pay range: $31.23 – $34.74 per hour

This full‑time, 40‑hour position includes 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

• Promote a healthy team-oriented work environment, focused on quality, job performance and exceptional customer service through support, effective leadership, and positive reinforcement.
• Foster a community where staff feel valued and have opportunities to make meaningful contributions in achieving positive outcomes in the resident experience
• The Property Manager is responsible for the overall day-to-day operations in adherence to the Management Plan. The Property Manager supervises onsite operations staff, including Assistant Property Manager, Maintenance Technician and Custodial Staff.
• Use consistent, effective techniques and follow company guidelines to screen, hire, on-board and train new personnel.
• Nurture effectiveness of staff through ongoing training, coaching, counseling and guidance.
• Complete daily/weekly office and maintenance checklists, schedules and assignments. Monitor progress of work assignments.
• Deal effectively, consistently and timely with performance issues. Document accurately and communicate with the Regional Director and Director of Human Resources any/all performance and/or personnel issues.
• Ensure staff compliance and consistency with regard to company policies and procedures, industry regulations, and safety practices.
• Attendance is an essential job function.
• Maintain a high degree of morale at all times and serve as a role model for team members.

Leasing

• Show units, assist with application process, provide orientation to new tenants
• Field applicant inquiries from the public and effectively communicate application procedures and eligibility requirements to prospective tenants
• Provide excellent customer service by responding in a confidential, respectful and timely manner to residents' (and prospective residents) concerns, complaints and inquiries
• Advertise available units to meet occupancy standards
• Maintain an accurate, organized filing system.
• Complete compliance reports, inspections and special projects as needed

Compliance

• Completes and submits a Weekly Property Report for every property supervised by incumbent. Incumbent submits all weekly reports by 5:00pm on Friday of each week. For issues that do not meet the required KPI's as noted on the form, prepare talking points including plans for solutions for each underperforming indicator. When meeting with the Regional Director, a Corrective Action Plan re: underperforming KPI's will be developed and subsequently implemented.
• 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.
• Serve as a contact with funders and monitoring agencies. Adhere to the Tenant Selection Plan for admitting new residents. Prepare new leases and landlord documents for applicants, complete move in process including lease signing and move in inspection/orientation process.
• Ensure that all lease documentation meets the contract obligations and regulations of various applicable funders.
• 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 service requests and community repairs are scheduled and completed on a timely basis. Resident service requests are expected to be completed or started within 48 hours from the time of request.
• Ensure that rent ready apartments are available within maintenance operation standards and the quality of work meets or exceeds standards through regular inspections.
• Monitor maintenance, construction and renovation projects to ensure quality and expediency. Obtain proposals from vendors as needed for projects. Analyze scopes of work and make sure the comparison is "apples to apples." Create a bid chart and make recommendations to submit to the RDPO and Procurement Manager.
• Function as a Leader in times of emergency for the community. Provide clear communication and direction in responding 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 property on a regular basis to ensure the property 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, mail information to interested applicants, and route appropriate messages for Property Manager.
• Other duties as assigned.

Fiscal Management

• Manage financial processes, which include creating and monitoring budgets, collecting rent, and vendor/contractor relations.
• Collect tenant rents, fees and security deposits. Prepare and make all bank deposits in a timely fashion.
• Maintain rent roll and all tenant financial information in the Boston Post software program accurately and in real time.
• Reconcile with subsidizing agencies for monthly subsidies and vacancy losses.
• Collect and prepare financial supporting documents and work with the CHS accounting staff to assure a correct audit trail.
• Coordinate the purchase of necessary equipment and supplies for office and maintenance 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 crisis situations involving alcohol/drugs, mental health and medical services during times when