Position Summary First Place is seeking an energetic property management professional to assist with managing the day-to-day operations of housing for a diverse population of young adults.
The selected candidate will work closely with the Housing Manager to secure a well-managed and well-maintained portfolio of master leased scattered and single site units throughout the community.
This Specialist will oversee all daily property management functions which includes lease up, processing work orders, conducting inspections, issuing notices and lease violations, managing property management and tracking databases, maintaining electronic and hard copy files, posting charges and payments, managing a key system, processing invoices and timely and accurate reporting.
The Specialist is also responsible sourcing and securing new units on an ongoing basis.
The Specialist will develop and preserve partnerships with landlords, be the point of contact for questions and issues, and ensure that master lease terms are followed and rent payments are timely and accurate.
Essential Duties and RESPONSIBILITIES include the following.
Other duties may be assigned.Operations and ManagementDevelop and maintain an inventory of appropriate units for program participants by networking with landlords, renter’s associations, property management businesses and permanent housing providers in assigned county Perform property and resident management duties for an assigned portfolio of master leased scattered and single sites within a specified region or county Oversee and coordinate move and relocation activities including ensuring all paperwork for landlord is complete, scheduling of lease signings and move-in dates, coordinating delivery of furniture, turning on utilities, copying keys and other housing related duties as neededEnsure properties are physically maintained and meet habitability and safety standards in accordance with program regulations and First Place guidelines.Conduct move-in/out, annual and special inspections including lead paint assessments.
Document condition of units and work with landlords, vendors and maintenance staff to perform necessary work.Submit to the Housing Manager for approval proposals with budgets for any repairs, maintenance, improvements, materials, equipment, purchases exceeding $500 and all proposed appliance purchasesOversee all maintenance, repairs and unit turnovers in accordance with established Maintenance Policy and Procedure which includes receiving requests, opening work orders and tracking progress in the property management database, inspecting or verifying work is completed correctly, and closing out work order documenting expensesAssist with the eviction process in accordance with landlord/tenant laws including serving notices, preparing legal files, coordinating lock-outs, and proper disposal of property Source and maintain vendor relationships adhering to First Place requirements Maintain master key system, update key log, track lock changes and obtain new keysWhen applicable, manage rent collection process and damage charges for residents Administration and ComplianceReview and track all master leases at inception and ongoing.
Determine lease terms are correct and acceptable and follow First Place lease routing requirements.
Track and maintain database of each lease obligation, rent, fees, end and/or renewal datesMaintain as current all electronic and hard copy resident, landlord, vendor and work order files in accordance with program regulations and First Place guidelinesUpdate daily/weekly property management software, tracking systems and program databases to support property, resident and program evaluation and outcomes tracking.
This also includes confirming program funding source is accurate and updated.Ensure timely and accurate resident, landlord, property, slating, and vacancy information, inspection and work order data and housing issues and resolutions and notesReview monthly landlords and residents rent roll for accuracy and update to reflect all rent increases, proration’s and correct funding sourcesComplete and timely process required department paperwork including leases, notices, tenant close-outs, landlord close-outs, check requests, invoices and reportsAdhere to all fair housing, ADA, landlord/tenant and program laws/regulationsAttend weekly program meetings, monthly agency staff meetings, and individual weekly supervision with Housing ManagerParticipate in slating activities providing accurate information on units and vacanciesAssist in negotiation of rents, collect and keep on file income certifications, calculations of subsidies and lease approval for participants master leases/direct lease contracts.
Provide notices of contract renewals and rental adjustmentsWill be the point of contact for landlords responding to questions and issuesWork collaboratively with colleagues across the organization and within respective department providing information and follow-upCultivate, preserve and exercise professional and responsive external relations with vendors, landlords, neighbors, and other community partnersOther duties as assigned Position Competencies and REQUIREMENTS Bachelor’s degree preferred or a combination of education and experience that demonstrates a capacity to secure and manage housing in a supportive housing programTwo years of experience working in affordable housing and/or residential property management settingWorking knowledge of landlord-tenant, fair housing, and ADA laws with the ability to comprehend regulatory and legal agreements, contracts and housing industry publications.
Subsidized housing regulation experience desired.Experience working with resident service providers preferredWorking knowledge of work order systems and basic apartment maintenanceAbility to organize and manage processes and facilitate schedules and logisticsProficient in Microsoft Work, Excel & Outlook and Property Management or data tracking software.Excellent customer service skillsCapacity to work independently in the field, and a willingness to work collaboratively Must have a dependable car, valid driver’s license, and proof of insuranceMust be able to pass a Community Care Licensing background checkATTENTION TO DETAIL – Ability to work with high level of detail, work has high level of professional polish down to smallest details, documents and products are well thought out and clear, database is organized and up to date.DRIVEN BY ACCOMPLISHMENT – Clarity on project goals, finished projects are thorough and delivered on time.
High level of personal accountability for the quality and impact of workCOMPUTER SKILLS Proficiency with Microsoft Office applications including MS Word, Excel, Access, and PowerPoint, Project and Outlook.
Experience with database systems is a plus.STRONG COMMUNICATION SKILLS – Exceptional oral and written communication skills including the demonstrated ability to research, assimilate, and analyze information, compose engaging messages, and present data in a clear and inspiring manner.HIGH LEVEL OF PROFESSIONALISM – A high level of professionalism in work and interpersonal interactions with both internal and external contacts, presents to others as organized, informed, and friendly.DECISIVE NATURE Well-honed ability to independently anticipate and analyze situations, define problems and objectives, recognize viable alternatives, and formulate rapid solutions, with understanding of the inherent risks and the implications of making tough decisions.Diversity, Equity and Inclusion Committed to First Place for Youth’s dedication to thread accountability across all efforts to support and sustain a racially equitable organization.
Demonstrate a passion of advancing organizational DEI objectives and influencing others to approach all work with an equity lens.
Promote processes and communication that encourage organizational cultural competence and inclusion.
Organizational Core Competencies required of all staff for successful performance at First Place RELENTLESS PURSUIT OF EXCELLENCE Intentional use of data to improve performance Possesses strong drive, initiative and motivation Detail and Results orientation Demonstrates good work habits Resiliency in persisting through setbacks Demonstrated success, with the ability to think strategically while executing tactically within a resource-constrained environment.
STRATEGIC THINKING Seeks and utilizes resources to inform and contextualize own work Thinks interdependently, framing the goals of one department/project within the entire vision Synthesizes information to make astute recommendations and/or decisions Prioritizes goals for success.
INVESTMENT IN OTHERS Creates an environment that maximizes the return on investment in others Collaborates to set and achieve goals that comport with First Place’s mission, strategic plan and desired measurable outcomes Creates and utilizes development opportunities to address individual needs and capacity to accomplish performance objectives Creates and identifies opportunities for recognition of success Provides supportive environment to learn from mistakes.
EFFECTIVE COMMUNICATION Courageous, strategic, clear and direct communication that resolves discrepancies and overcomes challenges and obstacles to organizational success Ability to respectfully ask questions, challenge, and communicate both positive and difficult messages to subordinates, superiors, peers and youth Sound judgment regarding the appropriateness of guarding confidentiality to protect the privacy rights of colleagues or youth Strong verbal and written communication skills.
COURAGE Asks questions in order to learn and encourage dialogue Willing to make mistakes and to be accountable for own work Speaks about issues truthfully and without blame Leads by example, displaying behavior that respects the mission, youth and First Place Holds high expectations for self, one another and for our youth.
Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Physical requirements include the ability to lift and reach for light objects (up to 20lbs); close visual acuity to prepare and analyze data, text, and figures; ability to type utilizing a computer keyboard; ability to travel to outside locations; ability to communicate and exchange information; ability to move about the office to access file cabinets and office equipment; and the ability to remain stationary and work at a computer for extended periods of time as a primary job function.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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