Assistant Portfolio Supervisor

Job Description

Job Description

ASSISTANT PORTFOLIO SUPERVISOR

Salary $78,230 to $85,176

ABOUT THIS ROLE

The Assistant Portfolio Supervisor (APS) supports the Director of Portfolio Management in ensuring assigned buildings operate safely, efficiently, and in alignment with Plymouth’s mission and service model. The APS provides operational, administrative, and compliance support to four Site Managers and serves as the primary coverage when a Site Manager is absent or when a position is vacant. This role helps ensure consistent implementation of Property Management (PM) systems, supports strong resident experiences, and reinforces building operations grounded in hospitality, safety, reliable systems, and community-building.

PRIMARY RESPONSIBILITIES

Portfolio Support & Site Manager Coverage

• Serve as the primary fill-in for Site Managers during vacancies, absences, or extended leave, assuming full operational responsibility for the building when required.

• Support Site Managers in maintaining high standards of daily operations, hospitality, building cleanliness, common-area quality, and resident experience.

• Provide guidance, troubleshooting, and timely operational follow-through on resident concerns, emergencies, and building issues.

• Participate in building walk-throughs, internal inspections to identify issues and prompt action, as well as provide support for funder inspections.

• Support SOMs in communicating with external partners such as SOH and WSHFC when needed when providing building coverage or assisting with escalated resident concerns.

• Assist SOMs in maintaining or adjusting staff schedules during coverage, ensuring operational continuity across all shifts.

Operational Oversight & Building Performance

• Assist the Director of Portfolio Management in monitoring occupancy, move-ins, move-outs, and unit turn timelines to ensure units are rent-ready swiftly and in coordination with Facilities and Housing Access and Compliance.

• Support SOMs with coordinating cleaning vendors for unit turns during building coverage, ensuring tasks are completed to established standards.

• Support consistent rent collection practices, adherence to rent posting/depositing procedures, and follow-up on arrears.

• Ensure building operations follow Plymouth policies, procedures, and standard operating systems across the portfolio.

• Work with the Director of Portfolio Management to identify root causes of recurring operational or building-performance issues and participate in corrective action planning.

• Assist SOMs with vehicle documentation and monitoring when covering a building or completing operational tasks.

Leasing, Notices & Compliance Support

• Conduct lease signings, initial tenant orientations, and compliance paperwork when buildings need additional support.

• Prepare and serve notices including rent reminders, housing notices, inspection notices, and required legal documentation.

• Review tenant file documentation for accuracy and ensure timely submission of paperwork to Housing Access and Compliance.

• Track deadlines for legal processes, health and safety apartment reviews, and compliance requirements.

• Support the eviction process by preparing documentation, reviewing Site Manager submissions, coordinating with Property Management leadership to ensure accuracy and timeliness, and participating in the legal process when required.

Resident Relations & Community Support

• Support Site Managers in resolving resident concerns and maintaining professional, respectful boundaries.

• Provide high-quality customer service and ensure communication with residents is clear, trauma-informed, and aligned with Plymouth’s hospitality values.

• Assist in facilitating resident meetings, conflict resolution efforts, and follow-up actions that support housing stability and community well-being.

• Assist SOMs in maintaining pantry, hygiene, and harm-reduction supply inventory and distribution when providing site coverage.

• Support SOMs with coordination of community meals and onsite food distribution during coverage or as assigned.

• Support SOMs with resident-resource distribution, including bus tickets, ensuring consistency with building procedures while covering sites.

Financial & Administrative Support

• Support the Director of Portfolio Management in monitoring building budgets, coding expenses, and managing building supply and service costs.

• Prepare and review building reports, including A/R aging, vacancy tracking, rent reminders, inspection results, and unit turn progress.

• Maintain accurate records, files, building calendars, communications, and administrative systems following standard PM procedures.

• Review work performed by Site Managers and Property Coordinators to ensure accuracy, consistency, and timeliness.

Cross-Department Coordination

• Coordinate with Facilities and Home Support Managers on unit turns, work orders, building cleanliness, utility tracking, and property inspections.

• Collaborate with QIH and Safety teams on resident stability, safety follow-up, and building performance needs.

• Participate in internal workgroups, project teams, and initiatives to improve operations and standardize PM systems portfolio-wide.

Culture, Values & Leadership Support

• Promote the department’s values of hospitality, safety, reliable systems, and community-building through coaching, modeling, and consistent operational follow-through.

• Support implementation of department procedures, new systems, and continuous improvement initiatives.

• Uphold Plymouth’s commitments to fairness, inclusion, and trauma-informed practices in all interactions.

KNOWLEDGE, SKILLS AND ATTRIBUTES

· Builds trust and works respectfully with people from many backgrounds and lived experiences, contributing to safe, welcoming housing communities where residents experience dignity, choice, and belonging.

· Uses self-awareness and humility to communicate effectively across differences, adapt approach, and treat people with fairness and respect.

· Strong working knowledge of Fair Housing, ADA, Seattle landlord-tenant laws, and affordable housing program requirements.

· Effective problem-solving, time management, and prioritization skills.

· Skilled in conflict resolution, de-escalation, and maintaining professional resident boundaries.

· Strong administrative and organizational abilities with high attention to detail.

· Proficiency in property management software (e.g., Boston Post), Microsoft Office, and database systems.

· Ability to work both independently and collaboratively across teams.

· Strong customer service orientation aligned with Plymouth’s hospitality-driven mission.

· Ability to identify root causes of operational issues and support corrective planning.

QUALIFICATIONS

• Three (3) or more years of experience in property management, housing operations, affordable housing, or related field.

• Experience working with diverse, low-income, or formerly homeless populations.

• Experience applying housing regulations (Fair Housing, ADA, landlord-tenant law).

• Ability to travel regularly among assigned buildings.

• Experience supporting or leading building operations in a multi-site environment is preferred.

• Experience providing leadership or team guidance without formal supervisory authority is preferred.

• Working knowledge of affordable housing programs including LIHTC, HUD, and Section 8 is preferred.

• Experience in a unionized environment is preferred.

• Project management experience is preferred.

EDUCATION AND/OR LICENSING

• Bachelor’s degree or equivalent combination of education and relevant experience.

• Valid Washington State driver’s license and insurable driving record.

WORKING CONDITIONS

• The working environment at Plymouth Housing is supportive and inclusive, fostering a culture of teamwork, empathy, and respect for all staff members and residents.

• This position is primarily performed in a combination of office and field settings, with regular travel among Plymouth properties within the Seattle area to provide site coverage, conduct inspections, attend meetings, and support building operations.

• Duties may require extended periods of computer and desk work, as well as walking, standing, bending, or moving throughout residential properties, including stairways and mechanical areas.

• Occasional after-hours or weekend work may be needed in response to operational needs, emergencies, or building coverage requirements.

• This role involves frequent interaction with residents, staff, and external partners, sometimes in emotionally charged or crisis situations that require calm, professional, and trauma-informed communication.

• Light physical activity such as carrying files, laptops, supplies, or materials (up to 25 pounds) may be required.

• A valid Washington State driver’s license and reliable transportation are required to travel between properties.

• The Assistant Portfolio Supervisor operates in a fast-paced environment that requires flexibility, critical thinking, and the ability to manage multiple concurrent priorities.

Hybrid - Monday - Friday, 8am - 5pm