Property Manager, Bayview Tower

Location: Seattle, Washington
Date Posted: 06-08-2017
Job Summary:
This is an off site position. The Site Manager II will generally be responsible for multiple sites, a building consisting of 30 or more tax credit or HUD units, annual recertification’s, and/or subsidized units.  All activities are to be carried out in full accordance with the Rental Management and Maintenance Service Program Policies and Procedures Manual.

Compensation:  up to $21/hr. DOE
Duties and Responsibilities:
  • Financial Management and Accounting:
  • Collect all rents and other charges due CHH, issue receipts to residents and deposit to holding accounts, keeping within the timeliness set forth in the Property Management Policies and Procedures.
  • Compile and submit completed batch reports to Portfolio Manager (PM) for review.  
  • Be knowledgeable of and operate within the provisions of Seattle and Washington State Landlord Tenant law, Fair Housing law and ADA law.
  • Maintain and accurately account for all credit card purchases according to CHH accounting procedures.
  • Inventory and purchase operating and cleaning supplies and maintain frequently used supplies on-site.
  • Advise CHH of delinquent payments and issuance of legal notices regarding the same. Issue 3-day and 10-day pay or vacate notices under the direction of the PM.
  • Draft and issue special payment plans for residents with balance owing.
  • Ability to read and understand budgets and monthly financials.
  • Provide assistance to PM with preparation and development of annual budget.
Resident Relations and Management:
  • Maintain all CHH resident files.
  • Provide professional support to CHH residents at all times; mediating minor resident disputes, holding monthly resident meetings or providing some form of regular communication with residents.
  • Ensure adequate coverage of the premises through coordination with the Assistant Manager, PM and the CHH office.   
  • Draft 10-days for lease violations and submit to PM for review.  Issue to resident upon PM approval. Submit copies to all necessary agencies.
  • Act as CHH’s agent on site and represent CHH in the best possible light to the public and residents.
  • Assist with, resolve issues with commercial residents when necessary.
  • Complete all necessary compliance duties related to building and residents.
Property Maintenance and Repair:
  • Accept and promptly process Repair Requests from residents, coordinate with Maintenance Services Program per policies.
  • Contact resident following repair to ensure satisfaction with the work.
  • Coordinate and participate in cleaning and preparing vacant units for new residents, ensuring a maximum 14-day turn time.
  • Coordinate purchasing and inventory of equipment, appliances and other materials.
  • Ensure that all interior and exterior common areas are clean, maintain the building’s grounds and perform minor interior and exterior repairs/maintenance.
  • Implement preventative maintenance program as outlined for building.
  • Coordinate annual inspections and repairs.
  • Attend all SHA or REAC inspections and funder inspections.
  • Assist PM with vendors and contractors during procurement process.
  • Manage contractors and vendors while on-site, reporting any concerns to PM.
  • Coordinate all building pest control.
  • Submit work orders for interior and exterior common areas.
Leasing and Marketing:
  • Show apartments to perspective residents.
  • Assist with resident selection process and affirmatively seek low-income residents who will benefit from below market rents.
  • Maintain up to date turn notes and dates in property management software.
  • Hold open house when 4 or more units are vacant.
  • For HUD Project Based properties, work with Housing Assistant to maintain waitlist & comply with the Tenant Selection Plan and Affirmative Fair Marketing Plan.
  • Responsible for providing information on vacancies and screening of incoming applicants by phone or in person.
  • Complete initial REA’s and HUD move-in paperwork through file completion, including third party verifications of income, assets and other eligibility criteria.
  • Submit background check for verifying rental history and criminal history.
  • Submit completed rental application and file for approval following 10 day turn time.                                                       
  • Prepare and mail correspondence; including denials and retrieving and securing missing documents from clients.
  • Enter completed move-ins in property management software and maintain files.
  • Provide professional, responsive, caring and knowledgeable interaction with applicants and residents.
  • Ensure Fair Housing, Landlord/Tenant Laws and CHH policies and procedures are fully upheld.
  • Work HUD waitlist to fill HUD vacant units, including mailing letters, processing applications, sending denials and processing required HUD move-in paperwork start to finish (In HUD properties only).
  • Process additions to households, key permissions and pet docs.
  • Review upcoming vacancies, post ads and update marketing websites for units.
  • Prepare and sign lease documents and establish resident account in property management software.
  • Maintain confidentiality of applicant, residents, corporate, personnel and research information.
  • Draft and issue all resident income re-certification notices and other related documents to residents. 
  • Meet and complete annual, interim, and gross rent HUD, Tax Credit and SHA income certifications by deadline.
  • Review EIV reports for HUD residents.
  • Assume responsibility for maintenance of security on site.
  • Effectively manage site staff.
  • Draft annual review for site staff.
  • Communicate regularly with the PM regarding general operations of the property, perceived problems or issues, and suggestions for improvements.
  • Attend community/neighborhood meetings as directed and report to the PM.
  • Participate in community activities relevant to the building and CHH’s mission and coordinate with Resident Services as applicable.
  • Other duties as assigned.

Minimum Qualifications:
  • High school diploma or GED.
  • Ability to speak, read and write in standard business English.
  • Intermediate skill with Microsoft Office applications (Word, Excel and Outlook).
  • Experience in one or more of the following areas: janitorial, maintenance, real estate, customer service or bookkeeping.
  • Six months’ management experience.
  • Ability to problem solve independently.
  • Demonstrated ability to meet deadlines.
  • Knowledge of and experience working with a diverse populations and communication styles.
  • Ability to follow instructions accurately and work with minimal supervision.
  • Ability to organize time efficiently, prioritize tasks and perform tasks in a self-directed manner.
  • Ability to perform the following essential physical requirements: Constant – hearing, seeing.  Frequent – standing, walking on a variety of surfaces, lifting and carrying up to 20 pounds, climbing stairs, reaching (from knees to shoulders), repetitive hand and arm motion, handling/grasping, pushing/pulling, bending at the waist, twisting at the waist, crouching kneeling/squatting, reaching (below knees and above shoulders).  Occasional – Fine finger manipulation, talking, sitting, lifting and carrying up to 40 pounds, climbing ladders, working at heights. Seldom – crawling, using foot controls.
Preferred Qualifications:
  • 2 years residential property management experience.
  • Valid Washington State Driver’s License, although not required.
  • Experience with property management software.
  • Six months’ cash handling.
  • Tax credit, HUD or other forms of affordable housing experience.
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