Assistant Property Manager

Overview

Coordinated Care Agency (CCA), a dba of the Archdiocesan Housing Authority, offers comprehensive services, enhanced shelter, and housing for people experiencing deep poverty and homelessness.  

 The purpose of our work is to ensure that people have access to the healthcare and supports that they need to thrive. The team works to promote social changes to dismantle systemic racism, injustices and inequities that contribute to housing instability. We approach our clients and colleagues through a trauma informed lens, based on the knowledge and understanding of how trauma affects people's lives.  

Assistant Property Managers at each site provides assistance in the property management activities on site, and coordinate with the maintenance team for service to their buildings. This is a full-time position that provides administrative functions at the location(s) described above. The Assistant Property Manager is responsible for assisting the property manager in the day-to-day administrative operations, including the lease-up of new tenants and recertification of current tenants, turnover of units, maintenance and building operations, processing accounts payables, accepting rent, and participating as a member of the management team. He/she will seek to provide tenants with a safe, positive and healthy living environment.

As this is a Service rich housing program, close coordination, communication and cooperation with the CCA Program Director is required in the day-to-day operations of the building, tenant interactions and program delivery.

Assistant Property Manager position offers a compensation range of $27.27 – $30.34 per hour (DOE)

Full‑time, 40‑hour positions include a competitive benefits package:

• Medical, dental, and vision coverage, plus life insurance and long‑term disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Generous paid time off, including paid sick leave, 15 vacation days, 12 paid holidays, and 1 personal holiday
• CCS/CHS 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Responsibilities

Teamwork

• Promote and foster good relations between all staff members including services.
• Support Manager in special projects and tasks as needed.
• Participate in a constructive manner during staff meetings and all other forms of correspondence; complete regular meeting minutes to share with staff and services.
• Assist with other staff members’ duties when they are out; cross-train with other positions.
• Contribute to and support a positive, team-oriented work environment and attitude.
• Function as a Leader in times of emergency for the community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities such as criminal activity, employee/resident injuries, fires, floods, earthquakes, etc.

Tenant Support

• Assist managers to identify and monitor residents who may need assistance with housing stability.
• Assist residents in making applications for resources related to employment, health, housing, etc.
• Develop ongoing relationships with community resources; attend regular Community Resource Network and other community-based meetings and report back to team
• Facilitate community by coordinating potlucks, coffee hours, publish quarterly newsletter and maintain resource/information boards, etc. in collaboration with services.
• Maintain regular, scheduled office hours.
• Ability to work with people who may have issues related substance addiction, physical and mental health problems, and whom may be in need of social living skills.
• Manage resident relations with tact, diplomacy and courteous communications. Respond promptly to resident complaints, concerns and requests. Under the direction of the Property Manager, meet with residents to discuss infractions of lease and community rules. Enforce company policies and community rules with consistency and fairness.
• Observe/follow guidelines on confidentiality rights of residents and respect their privacy.

Administrative Duties and Team Support

• Show units, assist with application process, provide orientation to new tenants
• Field applicant inquiries from the public and effectively communicate application procedures and eligibility requirements to prospective tenants.
• Provide excellent customer service by responding in a confidential, respectful and timely manner to residents’ (and prospective residents) concerns, complaints and inquiries.
• Assist with both Accounts Payable and Accounts Receivable processes.
• Maintain an accurate, organized filing system; assist with basic office duties.
• Assist in the preparation of compliance reports, inspections and special projects as needed.
• Ensure service requests and community repairs are scheduled and completed on a timely basis. Resident service requests are expected to be completed within 48 hours from the time of request.
• Ensure that rent ready apartments are available within maintenance operation standards and the quality of work meets or exceeds standards through regular inspections.
• Walk and inspect property on a regular basis to ensure the property is clean and welcoming for current and prospective residents.
• As needed participate in annual and monthly health, safety and pest inspections for tenants.
• Answer incoming calls; answer routine questions regarding the program and route appropriate messages for Property Manager.
• Sort and distribute incoming mail, process invoices as directed
• Collect rent and payments.
• Enter and maintain data in the property management software Boston Post.
• Complete and verify tax credit certifications at move-in and annual re-certifications.
• Review and manage all expenses biweekly to maintain within budgeted guidelines. Track financials and work with vendors on billing and service issues. Review monthly financial results of property versus Budget and Year-to-date results each month. Complete monthly Variance Reporting Analysis.
• Issue notices and letters as directed by the Property Manager.
• Follow Fair Housing Guidelines and Landlord Tenant law.
• Maintain cooperative relationships with businesses in surrounding neighborhood.
• Contribute to the mission of Catholic Community Services and Catholic Housing Services
• Maintain accurate record of hours worked and turn in timesheets on schedule.
• Attend trainings required of employees.
• Perform other job-related duties as assigned. Please know that this position requires the employee to work in an environment where there may be exposure to blood, bodily fluids, and potentially infectious material and chemicals, dust, noise and odors. Working conditions include frequent interruptions, sharing workspace with colleagues, working alone, working long hours during peak periods, extensive computer use, and interactions with individuals who are angry and/or dealing with mental health and substance abuse issues.

Job Conditions: 

This position requires the employee to work in an environment where there may be exposure to illicit drug residues and fumes, bloodborne pathogens or other bio-hazardous materials in the course of doing business. Other exposures could include cleaning supplies, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, pests, and odors. Other working conditions may include interruptions, working alone, evening or weekend work, responding to emergencies and working on-call. 

This position also requires the employee to work with clients who may have untreated or poorly treated substance use and mental health disorders.  These clients may demonstrate challenging behaviors that require staff support for de-escalation or redirection.  

Physical Requirements:The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• The employee is frequently required to talk, hear, stand, walk, use hands to finger/ handle/feel/type, operate office machinery and reach with hands and arms. Requires the ability to regularly push, pull, lift and/or carry supplies up to 20 pounds and occasionally up to 40 pounds. 

• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

• Work takes place at the agency work location for the duration of the scheduled shift where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required. 

Mental Requirements: 

The cognitive skills needed to complete tasks, including abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem-solving, and comprehending. 

Qualifications

• Ability to listen and communicate effectively to a diverse group of people in the spirit of compassion with the ability to communicate effectively verbally and in writing.
• Ability to prioritize multiple tasks, be detail-oriented and flexible; be able to apply sound judgment in order to make independent decisions as well as work as a team player.
• Some bookkeeping experience.
• Able to demonstrate the ability to complete necessary; documentation, follow guidelines and instructions, ability to work independently, organize, prioritize and follow through to the completion of tasks.
• Proficiency with computers and ability to learn property management software.
• Able to demonstrate commitment to the mission, goals and values of CCS/CHS.
• Criminal history background checks are required prior to employment.
• Demonstrate attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations, as well as a commitment to working with people who are homeless.
• Support the mission, beliefs and values of Catholic Community Services and Catholic Housing Services. 

Preferred Qualifications

• Experience working in the non-profit sector serving vulnerable populations.
• Familiarity with government funded housing compliance guidelines.
• Experience in low-income subsidized housing or property management.
• Working knowledge of Landlord/Tenant Act.
• Experience with the tax credit program.
• Experience with Boston Post property management software.
• Bilingual encouraged to apply.
• Must possess and maintain a valid Washington driver’s license, insurance and dependable vehicle.
• Working knowledge of Washington’s landlord-tenant law and federal fair housing law.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.

EMPLOYEE/EMPLOYER PLEDGE: We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure any person associated with CCS because of their racial or ethnic origin.  We will enable and support all efforts to become aware of and eliminate racism and racist behaviors within CCS and the broader community.  We will take exceptional steps to identify and root out such biases, especially where there appear to be long standing, institutional patterns of unacceptable behavior or lack of performance.