On-site Community Manager

Job Description

Job Description

About the Company:

PH Development Group has been building community from the heart since 1978. We build and manage affordable housing for seniors living on fixed, limited incomes. Our residents live independently in a beautiful, safe place while aging with the grace and dignity deserved by all. With 23 properties, over 650 residents and projects under construction, we keep busy!

Position Summary:

PHDG is seeking a Community Manager who will be responsible for a senior apartment community in Petaluma. The Community Manager will follow PHDG's standards and expectations and complete all reasonable work-related directives given by Regional Portfolio Manager. The Community Manager is responsible for ensuring the completion of all property management site-level activities with other departments to ensure duties and responsibilities are met on a regular and consistent basis. This position is required to live on site; Housing is provided.

Principal Duties and Responsibilities:

• Follow the application process as established by PHDG to meet funding, city, county, state, and federal legal requirements.

• Build community through daily, weekly, and monthly community gatherings or as assigned.

• Review resident applications, perform all necessary verifications, and show available units.

• Complete new resident move-ins and move-outs in Yardi property management software; collect, post, and deposit security deposits and rents, complete lease form, and outline conditions and terms of occupancy for new residents.

• Promptly and efficiently follow move-in and move-out checklist items, procedures and policies. 

• Maintain occupancy through timely waitlist management and processing of applications in accordance with Fair Housing.

• Instruct residents in emergency procedures, appliance use, and property rules.

• Serve resident warning rent notices and maintain a daily manager’s log.

• Keep accurate and complete rent roll including listings by unit of gross rent potential, rent paid, late charges, non-payment, etc.

• Collect all rents and other monies, and ensure all transactions are processed and input accurately and completely into the Yardi accounting system.

• Ensure recertification requirements are performed accurately and on a timely basis to meet the property/financing requirements and established regulatory guidelines.  

• Interview residents and prepare forms for collection, inform residents of the need to comply with recertification requirements and, when necessary, implement warning notices.

• Process and maintain all resident documents and forms including leases, income certifications, and recertification, according to PHDG guidelines and procedures.

• Provide reports to Regional Portfolio Manager upon request. 

• Ensure the successful day-to-day management of the properties and maintain all financial records and files in good order.

• Attend and participate in Community Manager meetings and other staff meetings.

• Develop an on-going system for ensuring all components of apartments are in good repair and comply with PHDG standards.

• Conduct unit inspections during the recertification process, monthly Cal-OSHA site inspection, weekly light checks, and daily property walks.

• Perform weekly inspections of common and storage areas, building exterior and grounds, record deficiencies, and take appropriate action to improve the general appearance of the property.

• Schedule annual apartments upgrade for new carpeting, fixtures, window treatments, and appliances as needed (for occupancy over 10 years or with significant wear and tear).

• Upon notification, inspect vacant units, assess any damage and cost of repairs, arrange turnover repairs with Maintenance Department, and ensure vacant units are cleaned and in move-in condition. 

• In case of emergency, alert management and residents and assist in an orderly evacuation of the property; assist residents in relocating to a shelter and/or contacting family members or others to arrange a place to stay; and secure the property if it is safe to do so.

• Once emergency subsides, assist residents in a safe and orderly return to the property.

• All other duties as assigned.

Education, Skills and Experience:

• A minimum of two years’ experience managing affordable housing developments, including but not limited to Department of Housing and Urban Development (HUD) specifically Section 202 PRAC and Section 8, Low Income Housing Tax Credits (LIHTC), Tax-Exempt Bonds, Rental Housing Construction Program (RHCP) and Affordable Housing Program (AHP) properties preferred. 

• Knowledge of California housing laws, including Fair Housing and Landlord and Resident laws preferred.

• Able to complete complex household income calculations. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Promote harmonious relations among staff, residents, vendors, and people of the larger community.

• Maintain professional and congenial relationships with all residents; compassion and understanding for the elderly is required.

• Working knowledge of computer software and systems: Microsoft Windows, Microsoft Office Suite (Word, Excel, Outlook). 

• Yardi Voyager experience.

• Ability to read and explain rental agreements, government regulations, and budgets; write effective business correspondence; effectively communicate information and respond to questions from groups and individuals.

• Ability to analyze and interpret technical procedures and instructions and collect data, establish facts, and draw valid conclusions.

• Must be detail oriented, well organized, and able to handle detailed paperwork in a thorough and complete manner.

• Must be able to prioritize work deliverables, be flexible, creative, and able to remain calm in handling emergency situations. 

• Must comply with all applicable rules and regulations of PHDG.  

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Monday to Friday
• Overtime
• Weekends as needed

Work Location: In person

PHDG employees are as important as our residents. Our goal is to ensure both have a positive and rewarding experience during their time with PHDG. We value our employees, and we take pride in recognizing their outstanding talents and efforts. We are committed to the delivery of superior quality of services based on a foundation of honesty, integrity, and ethical treatment.

Benefits:

PHDG’s benefits include health/welfare plans (medical, dental, vision, Group Life and AD&D Insurance etc.); 401K plan; work-life benefits (sick time, paid vacation and 22 company holidays); Employee Assistance Program, career development opportunities through mentorships and continuing education programs and a great working environment with professional growth prospects.

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, genetic information, or any other protected category. Potential employees must submit to all pre-employment processes, to include DMV, reference and background checks.