Property Management Coordinator

Organization Overview

United Friends of the Children empowers current and former foster/justice involved youth on their journey to self-sufficiency through service-enriched programs, advocacy, and consistent relationships with a community of people who care.

Founded over 40 years ago, United Friends’ is a leading provider of youth development services to current and former foster youth in Los Angeles County. Through its housing and education programs, the organization has helped thousands of young people imagine and actualize their own dreams and futures. United Friends’ programs focus on commitment, trauma-informed care, and empowerment by prioritizing a whole-person-development approach. Through a Social Justice Positive Youth Development (SJPYD) model, we center building relationships with youth over an extended period to achieve greater outcomes. Around those relationships, United Friends wraps an array of supportive services to help youth successfully transition to adulthood. As a result of services, United Friends alumni have greater housing and economic stability, higher educational attainment and a stronger sense of community and emotional wellbeing.

Position Overview

Pathways is a low-barrier to entry housing program that provides intensive case management and support services to transitional aged-youth (TAY), ages 18-24. The Pathways program utilizes the Housing First Approach in which, assertive engagement with our youth is essential to ensure youth are aware of and participate in a myriad of resources and supportive services offered by the program. Under the direction of the Property and Facilities Manager will oversee the operations of United Friends’ residential properties and perform essential administrative tasks throughout our facility.

United Friends currently implements a hybrid work environment – schedule is determined at the discretion of management and the needs of the program and/or agency. This position will work full-time hours (8:30am – 5:30pm), Monday-Friday. Weekend and evening support may be required. While the DTLA Office will serve as the Property Management Coordinator primary location, travel between housing sites across LA County is required.

Duties and responsibilities

Property Management Coordinator

• Serve as the primary liaison between property management vendors and United Friends staff, coordinating timely scheduling of services and ensuring effective communication across appropriate platforms to keep all stakeholders informed and aligned.
• Track and evaluate vendor performance to ensure quality standards are met and escalate issues as needed.
• Assist in coordinating emergency repairs or incidents at properties, including maintaining emergency contact protocols and ensuring staff are informed.
• Maintain the Computerized Maintenance Management System (CMMS), Zendesk, by promptly assigning incoming tickets, ensuring clear and timely communication, and following up to confirm resolution.
• Coordinate and manage the Property and Facilities Manager’s calendar, including scheduling inspections, vendor appointments, and routine maintenance tasks, while ensuring timely reminders and updates are provided as needed.
• Create and manage a centralized digital filing system to organize vendor contracts, compliance documents, inspection reports, and resident communications for easy access and record-keeping.
• Develop and maintain a tracking system to monitor compliance deadlines (e.g., inspections, permits, certifications) to ensure timely renewals.
• Collaborate with the Property and Facilities Manager to identify and implement improvements to administrative processes through software solutions, automation, and updated protocols to enhance efficiency and accuracy.
• Prepare United Friends residential properties for stakeholder site visits and/or inspections.
• Support with unit inspections on a quarterly basis at minimum, delivers violations to youth who do not comply with program or house rules
• Support resident move-in and move-out processes, including condition reporting, key management, and coordinating cleaning or repair work.
• Generate and maintain property management reports or dashboards to support data-driven decision-making and internal communications.

Administrative

• Record relevant housing information (including payments, compliance issues, and inspections)
• Perform and support Property and Facilities Manager with clerical tasks
• Utilize the Zendesk helpdesk to track ongoing work orders
• Respond to maintenance requests and ensure facilities are in compliance
• Prepare purchase orders for vendor invoices for timely payment
• Maintain and update vendor list and accounts
• Maintain confidentiality for all residents and staff information and documentation
• Order and maintain stock of property management supplies
• Schedule, attend and record meeting minutes
• Format and submit weekly camera reviews
• Maintain and complete monthly Amex reconciliation
• Support with tracking spending on the Property Management budget

Other

• Other duties as assigned

General United Friends Responsibilities

• Act as a role model within the organization to uphold and implement United Friends’ organizational values:
  • Embrace program evaluation that leads to excellence and impact
  • Build effective and empowering partnerships with the youth, community and each other
  • Create a fun and exciting environment that inspires learning and innovation
  • Communicate openly, honestly and with humility across all groups
  • Work together as one organization
• Staff hold a commitment to:
  • A culturally responsive Trauma-Informed Approach to our population and client centered advocacy
  • Strong knowledge of the communities served and centralize this cultural understanding into the work.
  • Support in Justice, Equity, Diversity, and Inclusion (JEDI)
  • Evaluating the completeness, accuracy and relevance of data to determine information value and improve client services.

Required Qualifications

• 3+ years of experience in property management or related field, specifically related to leasing and apartment acquisition in a special population community setting
• Strong problem-solving and crisis management and intervention skills
• Ability to establish and cultivate respectful relationships with people from diverse backgrounds
• Conveys thoughts and ideas clearly, listens well, communicates in a solution-oriented manner and incorporates others’ views into work
• Detail-oriented and organized with the ability to balance multiple competing priorities
• Holds self-accountable, sets high expectations for self and others, works both independently and collaboratively and relates tasks to organizational values
• Proficiency in Microsoft Word, Excel and Outlook applications
• Trauma-informed and client-centered advocacy
• Understand the communities served and centralize this cultural understanding into the work
• Passionate about United Friends’ mission
• Must have valid CA Driver’s License and an insured and reliable vehicle

Preferred Qualifications

• Property Management Certification
• An understanding of and sensitivity to issues concerning former foster care youth
• Experience working with affordable housing and/or in a non-profit setting connected to the Los Angeles Homeless Services Authority
• Preferred but not required, working knowledge of Fair Housing Law, and other government housing regulations and programs, including Section 8, the Americans with Disabilities Act (ADA), HUD/ LAHSA contract standards, and Tax Credit (TCAC requirements)