We are currently seeking an Associate Director of Portfolio Operations to join our team!
The Assoc Director of Portfolio Operations is a multi-site manager (or over 500 units) who reports to the Director of Portfolio Operations.
The Associate Director of Portfolio Operations is the primary contact person for all site issues and works as part of a team to direct and control building operations, property management, and personnel assigned to the properties in her/his assigned region.
RESPONSIBILITIES:
Defining, implementing, and revising operational policies and guidelines for the organization
Working with the human resources department to develop and implement staff evaluations
Liaising with departmental heads to develop financial plans and ensure company-wide compliance
Keeping track of the company’s revenue margins and conducting budget reviews to maximize profits
Managing procurement and resource allocation
Hire, train, coach, supervise and evaluate Property Managers and Assistant Property Managers assigned to properties in the portfolio
Participate in developing and implementing quarterly staff development trainings
Monitor staff performance and ensure that all duties are completed accurately and in a timely manner
Ensure staff compliance with SRHT Property Management Company policies and procedures, including adherence to all safety policies, procedures, and the use of proper safety equipment
Serve as liaison between site staff and corporate office facilitating and maintaining positive relationships between departments
Ensure that all Property Managers and Assistant Property Managers maintain the office and office systems in an orderly, clean, and professional manner ensuring that there is an efficient record keeping system for resident service/repair requests, maintenance and janitorial inventories, tenant files, etc.
Assist the Property Managers and Director of Portfolio Maintenance in preparing property operating and capital improvement budgets for all properties within her/his assigned region
Complete and monitor annual plans, and, in consultation with the Property Manager and the Facilities Manager, complete and monitor capital improvement schedules and preventative maintenance schedules for each site
Monitor and review monthly financial reports and property operating expenses to ensure compliance with approved property budgets, including rent charges and rent increases, resident account receivables, and work with the accounting department on issues pertaining to financial reporting, vacancies, invoices, and rent collections
Track budgetary variances monthly and prepare explanation on any variances and in consultation with the Property Manager, implement methods for managing variances
Monitor collection and receipt of all rent collections and deposits, in accordance with approved SRHT Property Management Company accounting procedures, and to ensure that cash and cash receipts are forwarded to the main office in a timely manner
Monitor the rental application process to ensure that all appropriate documentation is obtained from rental applicants for approval by corporate office and all necessary documents are forwarded to the Compliance Supervisor for approval
Monitor Lease Closings, Move-ins, and Move-outs
Prepare and review legal notices for residents, ensure that all legal notices are served in a timely manner, and appear in court, as necessary
Ensure that all vacant units are inspected in accordance with SRHT Property Management Company Housing Quality Standards (HQS) policies and procedures, oversee preparation of vacant units, in collaboration with the Facilities Manager, ensure they are leased in a timely manner, and to ensure that vacant units are shown and marketed to prospective residents according to the policies of the Fair Housing Act of 1988
Ensure that the Property Managers’ petty cash is reconciled properly and ensure that all receipts are accounted for prior to submitting the requests for reimbursement to Accounting
Oversee and monitor the annual re-certifications for properties in her/his region and ensure they are completed in compliance with regulatory requirements and according to the schedule for the property
Ensure that properties are inspected at least once per day by the Property Management Staff and the Daily Property Inspection Form is completed and maintained correctly
Accompany mortgage inspectors, insurance inspectors, affordable housing inspectors, and any other regulatory agency inspectors on unit inspections
Oversee and monitor, in collaboration with the Director of Portfolio Maintenance, all work conducted by vendors, maintenance, janitorial or other staff and ensure that appropriate action is taken when work is not completed according to acceptable standards
Ensure that detailed written reports about incidents, accidents, or injuries at the property and forward to the Property Manager in a timely manner.
Ensure that detailed employee injury reports are prepared and forwarded to Human Resources in a timely manner
Participate, as requested, with Human Resources in the investigation of all employee injuries and accidents, and make recommendations for corrective action to mitigate future employee injuries and accidents
Enforce all the use of safe work practices and procedures, and all company safety rules and regulations
Effectively manage and solve problems and encourage Property Managers and site staff to listen attentively to resident complaints and suggestions and address them fairly and professionally
Assist Property Managers to coordinate with the Resident Programs Department as well as other outside agencies to resolve resident/prospective resident complaints and inquiries in a timely manner
Supervise and monitor interactions with residents, applicants, vendors, and other professionals and encourage site staff to always interact in a respectful, courteous manner
Support and assist in the coordination and implementation of activities and programs provided by the Resident Programs Department
Oversee and monitor the enforcement lease and house rules at properties in her/his assigned region
Oversee and monitor all SRHT Property Management Company Grievance and Appeals that are submitted by residents
Respond in a timely manner to emergencies that may arise at the properties and coordinate with the Facilities Manager on the status of the repair
Hold monthly staff meetings with Property Managers and Assistant Property Managers at properties within her/his zone
Other duties as assigned by the Director of Property Management
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills and/or abilities required.
Individuals must be able to take initiative and make good decisions under pressure.
Individuals must be able to get along with employees and colleagues.
Bachelor’s Degree and equivalent work experience in property management, or with the approval of the VP of Property Management, a four (4) year college degree may be substituted for some of the experience requirements
Seven (7) years property management experience, including a minimum of three (3) years of property management experience of HUD and TCAC properties, including, but not limited to, rent restrictions, income restrictions and the annual certification process
Experience in the Affordable Housing industry, including general working knowledge of Fair Housing, 504 ADA and Low-Income Housing Tax Credit (LIHTC)
Experience with YARDI systems
Minimum of five (5) years’ experience supervising multiple sites and resident managers
Ability to read, write and speak English; Bilingual in English/Spanish a plus
Ability to monitor rent ledgers and rent payments and credits
Ability to effectively manage and solve practical problems and effectively handle situations with complex variables where only limited information exists
Ability to work well with others and provide leadership in developing a sense of community among the property residents
Computer literacy to include moderate to high typing skills, ability to work with Microsoft Office applications such as Word and Excel and the ability to learn proper use of property management program(s).
Flexible and adaptable to work plan changes and organizational changes
Work in a collaborative and cooperative manner with Health and Social Services staff, Facilities and Maintenance staff as assigned to the site, and to always demonstrate cooperative behavior with colleagues and supervisors
Relate professionally with vendors, residents, and co-workers
Always maintain a professional personal appearance
Proof of ability to work in the United States
HUD, TCAC or Home Program certification is a plus
SALARY AND BENEFITS
Salary is commensurate with qualifications and experience.
Company-paid benefit package includes: Two (2) weeks annual vacation accrual, ten (10) paid holidays, ten (10) sick days accrual, float day(s), company-paid health, dental and v