Assistant Property Manager

Overview: The Assistant Property Manager is responsible for occupancy, compliance, maintenance, tenant relations, and operating budget for approximately 100 units of affordable housing

Responsibilities:

• Ensure full occupancy of units
  • Distribute applications and answer questions
  • Review rental applications and ensure timely processing in accordance with Fair Housing requirements.
  • Work with maintenance staff to ensure that units are ready for occupancy in a timely fashion.
  • Collect lease documents
• Ensure adherence to lease agreements, including rent collection
  • Collect rent and share information on rent increases with tenants
  • Establish and monitor payment agreements
  • Issue lease violations, coordinating with Supportive Services staff as needed. Support tenants in resolving lease violations, including applications to emergency grants
  • Review delinquency reports each month
• Compliance
  • Ensure tenants comply with re-certification requirements. Request and obtain third party documentation (e.g. banks, employers, etc.) needed for recertification
  • Ensure lease renewal documents are completed in a timely manner.
  • Collaborate with Supportive Services staff to ensure tenants resolve compliance lease violations
  • Complete periodic reports to regulators and investors, as required by agreement terms
• Maintenance and inspections
  • Ensure full range of maintenance activities – grounds, custodial, preventive, corrective, deferred and emergency maintenance – occurs
  • Hire and supervise maintenance staff. Approve time sheets and conduct annual evaluations
  • Supervise maintenance staff to prioritize and complete work orders
  • Prepare schedule of long term and short-term maintenance needs, including preventative maintenance and maintenance of grounds and exteriors
  • Ensure all housing is ready to be inspected by regulators and investors and that all inspections are excellent. Ensure identified issues are addressed quickly and completely
  • Conduct regular visual inspections (walk-thrus) of common areas of each development.
  • Serve as the point of contact for funder site visits and inspections
  • Submit insurance claims, as needed
  • Ensure staff and outside contractors adhere to safe work practices
• Operating budget
  • Work with Asset Director to develop yearly operating budget for developments
  • Manage finances to budget, including reviewing monthly utility bills and forwarding tenant charges (e.g. damages, utilities) to finance staff
  • Submit or approve purchases, services and work orders (e.g. repairs, utilities, office supplies), and ensure appropriate documentation
• Tenant relations and tenant services
  • Maintain on-site offices and regular office hours and respond to tenant concerns and suggestions
  • In consultation with Supportive Services staff, notify tenants of any issues affecting their tenancy. Meet with tenants to discuss lease violations and/or tenant concerns, including maintenance issues and conflicts with other tenants. Coordinate with family members and/or outside agencies, when necessary.
  • Coordinate with Supportive Services staff to provide tenant activities
  • When necessary, prepare eviction cases in conjunction with WCRP's lawyer and represent WCRP in court proceedings
  • Ensure staff and outside contractors treat tenants with courtesy and respect

Qualifications:

• High School Diploma or GED required, college degree a plus
• At least two years of experience in multi-family, LIHTC (low-income housing tax credit) property management
• Knowledge of HUD programs including but not limited to HOME and project-based Section 8
• Proficiency in Microsoft Word, Excel, and Outlook and property management software (e.g. Yardi or other)
• Excellent customer service skills
• Ability to look ahead and anticipate issues affecting occupancy and budget
• A track record of meeting deadlines and working proactively, with strong organizational skills
• Able to travel between Property Management offices throughout Philadelphia each week

Compensation

The salary for this position is $39,500 - $50,000/annually, along with a competitive benefit package that includes four weeks paid vacation, 9 holidays, 8 sick days, medical, dental and vision coverage (for full-time employees and qualified dependents), 403(b) retirement fund and opportunities for professional development.

Working Conditions

This is a full-time, in-person position based in Philadelphia. Work hours are Monday to Friday, 9:00 am to 5:00 pm, along with occasional weekend and evening work.

Most of the work will take place seated at a desk using a computer, with occasional bending and lifting when dealing with office supplies and computers.

Four weeks paid vacation, 9 holidays, 10 sick days, medical, dental and vision coverage (for full-time employees and qualified dependents), 403(b) retirement fund and opportunities for professional development.

Bi-lingual English/Spanish preferred.