Floating Property Manager - South Bay Region

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

SUMMARY OF THE POSITION:

Responsible for the overall operations of various properties within the South Bay region and the day to day implementation of policies, procedures and programs in compliance with all applicable regulatory agencies and federal, state and local laws. The responsibilities listed below are indicative of job duties, but not a comprehensive list.

Responsibilities

• Administration and Compliance
  • Manages the day-to-day administration of the property, including supervising staff and handling resident complaints, grievances, inquiries and concerns in a courteous and professional manner. 
  • Ensures that all incoming inquiries and communications are acknowledged and responded to in a timely and appropriate manner.
  • Exercises common sense, good judgment, consistency and self-control in day-to-day contact with residents and in other business-related matters.
  • Ensures consistent application of property rules and regulations, lease and lease addenda and documents and documents all violations. 
  • Becomes familiar with all regulatory guidelines or requirements of the property.
  • Oversees the processing, completion and maintenance of accurate resident files at move-in and at each recertification within established regulatory guidelines.
  • Ensures compliance with all regulatory requirements, which includes ensuring that all rules and regulations required by federal, state and local jurisdictions are followed; and preparation and submittal of reports in an accurate and timely manner. 
  • Develops and maintains an emergency plan to respond promptly to site emergencies and ensures an incident report is completed and communicated to Regional Manager within 24 hours of emergency.
  • Attends training and seminars to keep up to date on trends and changing conditions, as requested and/or required by the Regional Manager. 
  • Confers with Regional Manager(s) as needed to solve problems.
  • Ensures that all property staff adheres to the JSCo and/or the owner’s policies and procedures.
  • Ensures that rents and other monies are properly collected; ensures that all transactions are processed and inputted accurately and completely in MRI; and ensures regular deposits of all monies collected are completed. 
  • Reviews all delinquent accounts and resident receivables, and determines necessary course of action to collect outstanding balances in consultation with the Regional Manager as necessary. 
  • Ensures adherence to all accounting and reporting procedures required by JSCo and/or ownership.
• Personnel Management
  • Interviews, hires, trains, evaluates, motivates, develops, disciplines, and terminates all staff in accordance with JSCo Policies and with consultation from the Regional Manager as necessary.  Staff may include assistant property managers, occupancy specialists, administrative assistants, lead maintenance, maintenance technicians, and janitors, among other positions.   
  • Conducts monthly staff meetings (including Safety Meetings) to ensure staff are current on JSCo and/or ownership policies, upcoming projects, etc.
  • Independently conducts timely annual evaluations of all staff and establishes goals and objectives for the next evaluation period. 
  • Has discretion to recommend pay increased based on available budget.
  • Coaches, trains (including developing the content) and manages staff performance on an ongoing basis throughout the year.
  • Handle employee complaints and grievances.
  • Sets schedule for staff which can include delegating emergency tasks to on-call staff.
  • Reviews and approves employee timesheets to ensure accurate timekeeping and pay practices.
  • Implements, enforces and helps develop JSCo safety program.
  • Ensures all staff adheres to fair housing laws.
  • Develops and maintains good staff working relationships, provides leadership, encourages teamwork and cooperation among the staff.
  • Ensures that employees of outside agencies (such as security companies) are performing their duties correctly. If duties are not being performed correctly, work with outside agencies to correct the problem.
• Marketing and Lease-Ups
  • Maintains high level of occupancy for the program and project.
  • Develops and implements marketing plan that considers all federal, state, local and regulatory requirements. 
  • Ensures the maintenance and adherence to Waiting List protocol in accordance to JSCo and/or ownership policy and procedures and applicable federal, state, local, and regulatory agencies.
  • Evaluates regulatory agreements when filling vacancies.
  • Oversees the review and analysis of all rental applications and leases for conformance to JSCo’s and/or ownership’s Resident Selection Policy.
  • Responsible for ensuring compliance with programs such as HUD, TCAC, Home Program, RHCP, CAL HFA. AHP, etc., which includes compliance with audits and/or site visits.
  • Ensures unit tours and applicant interviews, which include verifying potential resident income, are conducted in accordance with JSCo’s and/or ownership’s Resident Selection Policy, and program requirements.
  • Ensures appropriate documentation is obtained, certifications are completed, and deposits and rents are collected in accordance with program policies and procedures.
  • Prepares regular market surveys, as requested. 
  • Ensures that all regulatory requirements are followed.
• Resident Management
  • Attends and participates in professional activities, meetings, organizations, regulatory agency meetings or inspections.
  • Maintains amiable relationships with all residents, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
  • Ensures site staff responds to all resident requests or complaints in a timely, efficient and courteous manner. Personally handle unusual and/or sensitive resident complaints or requests, as necessary.
  • Conducts monthly resident meetings (dependent on property).
  • Works in partnership with outside agencies to provide services to residents.
  • Manages resident evictions in compliance with court order and directions from JSCo’s legal counsel or Regional Manager, as necessary.
• Maintenance
  • Supervises maintenance and janitorial staff, including any vendor or temporary personnel working at the property and ensures completion and quality of product or services provided. 
  • Supervises the scheduling of routine and preventive maintenance and janitorial work and ensures regular follow up inspections on maintenance and janitorial work.
  • Oversees upkeep and maintenance of property.
  • Ensures timely completion of work orders and turnover of vacant units.
  • Ensures that vacant units are inspected regularly and in good condition for show.
  • Ensures the common areas, landscaping, etc. are in good condition. Supervises staff to address any issues with these areas.
  • Determines a schedule for personnel to be available for emergency maintenance.
  • Balances maintenance priorities to ensure available capital resources are effectively utilized and that budgets are followed.
  • Ensures annual or more frequent inspections of units occur, and manages follow up with housekeeping letters, preparation of work orders and maintenance charge-backs to residents.
  • Ensures the update and completion of all safety related inspections and reports. 
  • Provides for the safety and security of the employees or property as the PM deems necessary.
  • Ensures adherence to all safety and maintenance requirements of ownership or JSCo.
• Other job functions
  • Reviews and analyzes the property’s monthly income, expense statement and rent roll and reports any areas considered a problem to the Regional Manager and/or ownership. 
  • Reviews and analyzes the property’s monthly income, expense statement and rent roll to determine ways to increase revenue.
  • Works in conjunction with the Regional Manager and/or ownership to prepare the annual budget, which includes analyzing past spending, and predicting future spending (including anticipated capital replacements) based on the property’s needs. 
  • Bids out and selects contract services, independently negotiates vendor service agreements and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement.  Works in conjunction with the Regional Manager as necessary.
  • Addresses any unique requirements of ownership and ensure that staff implement any such requests.
  •  

Qualifications

• Basic mathematical skills with proficiency in reading, writing, and speaking English.
• Able to work in a fast-paced environment with ability to prioritize assignments to meet deadlines.
• Minimum of 2 years of experience in management, training and evaluation with Tax Credit properties.
• Knowledge of Microsoft Word, Excel and Outlook are essential. Boston Post software knowledge is a plus.

Pay Range: $32.00/Hr. - $36.00/Hr.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.