Director/Senior Director of Properties

Position Title: Director/Senior Director of Properties

Supervised by: Executive Director

Supervises: Facilities Director, Leasing & Occupancy Manager, Operations Manager

About us: Sarah’s Circle provides a full continuum of services for women, including housing, life necessities, and supportive services, to help them permanently end their homelessness. Located in Chicago’s Uptown community, Sarah’s Circle has evolved from a drop-in center to a multi-faceted agency with three facilities on a two block stretch of Sheridan Road with comprehensive services including permanent housing. The organization is now looking ahead to developing more permanent supportive housing for women.

Summary

The Director of Properties (DP) is responsible for managing all aspects Sarah’s Circle’s properties. This includes the immediate facility maintenance requirements as well as long-range facilities planning, leasing operations, IT operations, and participation with property development. The DP will ensure comprehensive asset management planning for all facilities, vendor coordination, and scheduled vendor review. The DP will ensure up-to-date multiyear forecasts for major system updates and repairs and will oversee ongoing energy efficiencies with current properties. The PD will staff the Housing and Facilities Committee, and participate in all property development related meetings, including City, architects, contractors, and public officials as required.

Responsibilities

Subsidy Management

• Ensure the optimal usage of all project based subsidies to fully utilize the contracts.
• Oversee all reconciliation and audit procedures related to subsidy management between Finance and Programs.
• Coordinate and track internal processes for vacant units to optimize timely turnaround of apartments with client turnover and ensure efficient communication between Facilities, Leasing, Finance, and Programs.
• Ensure the accuracy and timeliness of all lease requirements.
• Participate in eviction discussions with Executive Director and Program management.

Property Development

• With staff and board members, participate in all aspects of property development.
• With staff and consultants and architects, review potential sites and assess potential property viability.

Construction Management

• For construction projects, with appropriate development team, oversee the construction management process.
• Coordinate owner subcontractors throughout the development process (IT, security, furniture, etc)
• Ensure all compliance and sign-off requirements from Sarah’s Circle are completed on time and accurate.
• Manage all construction related communications with appropriate entities including the Ader’s office, Sarah’s Circle Development Dept., etc.
• Ensure construction updates to the Housing and Facilities Committee
• Coordinate all construction budget updates with the Finance Dept.

Property Management

• Ensure up to date Asset Management and Capital Needs Plans for all buildings.
• Ensure property vendor policies are followed including proper bidding for projects as well as routine maintenance contracts and insurance.
• Ensure all building renovations and upgrade schedule are maintained and projects managed in accordance to the budget and schedule.
• Ensure the insurance requirements for construction and ongoing liability of buildings are maintained.
• Oversee ongoing review and implementation of energy/green initiatives.
• With appropriate staff, conduct regular audits and inspections of properties to ensure compliance with health, safety, and environmental standards from government and funding agencies.
• Maintain all required property management certifications.
• Oversee the work of the Facilities Director ensuring:
• (1) All facilities are maintained for cleanliness and safety and in compliance with agency standards.
• (2) An ongoing facilities maintenance schedule is maintained for all buildings.
• (3) An agency-wide work order system with timely completion of orders and communication with users if there is a delay.
• (4) Property emergency procedures, including staff training and regular drills
• (5) Procurement and tracking process and storage system of supplies and equipment for the organization.

IT Functions

• Manage IT, security, and phone systems of the agency by overseeing the work of the Operations Manager and external vendors. Evaluate IT contracts and oversee bidding process.
• Ensure systems are regularly upgraded, operating smoothly, and that staff are adequately trained.

Other

• Supervise assigned staff, including recruitment and selection; scheduling and job assignment; counseling/coaching; development and training; performance evaluation; and recommending salary, disciplinary and other personnel actions in accord with relevant policies and procedures.
• Staff the Housing and Facilities Committee
• Represent Sarah’s Circle in a professional manner
• Keep information confidential as required
• Update job knowledge by participating in educational opportunities, maintaining personal networks, participating in professional organizations
• Perform tasks and other duties as assigned by supervisor

Attendance at Required Meetings

• All Staff meetings (approximately 2x/year)
• All OAC meetings when applicable (weekly and in person)
• Supervision meetings (weekly)
• All Housing and Facilities Committee Meetings

Attendance Required at Events

• Annual Winter Walk and other events as requested

Qualifications

Education

• Bachelor’s degree in construction management, Architecture, Real Estate, or related field; Master’s degree preferred.
• Illinois Real Estate Broker’s or Managing Broker’s license required within 120 days of hire

Job Experience

• 8+ years’ experience in property management and property development, preferably within affordable housing sector
• Demonstrated leadership experience in construction and property renovation management, financial underwriting, affordable housing development, construction oversight, and team building
• Experience working in teams with social service professionals a plus
• 3+ years’ supervisory experience preferred

Special Knowledge and Skills:

• Ability to balance competing priorities to meet deadlines for multiple projects.
• Commitment to affordable housing, community building and improving quality-of-life for agency clients.
• Strong computer skills including proficiency with Microsoft Office software.
• Strong project management, verbal and written communication, interpersonal, conflict-resolution and problem-solving skills.

Additional Requirements/Instructions

• Possess or maintain reliable access to a vehicle with adequate Liability Insurance and operated with valid driver’s license for local travel to multiple sites (mileage reimbursement is provided).
• Ability to respond to urgent situations on evenings and weekends when escalated by the Facilities Director.
• Ability to perform physical activities that require considerable use of arms and legs and moving the whole body, such as climbing, lifting, balancing, walking, stooping and handling materials
• Position requires the ability to lift approximately 20lbs