Lead Property Manager/Trainer

Location: Seattle, Washington
Date Posted: 09-22-2017
Job Summary:
The Senior Site Manager will provide support for the Site Managers and on-site coverage for vacations, leaves and vacant positions. They will perform side by side training with new Site Managers and be available to answer questions, guiding them through general duties. The Senior Site Manager is expected to be fully versed in all policies and procedures effecting Property Management. All activities are to be carried out in full accordance with Capitol Hill Housing (CHH) policies and procedures.

Compensation:  up to $23hr. DOE
                             
Duties include: 
Financial Management and Accounting
•     Collect all rents and other charges due, issue receipts and makes deposits.
•     Draft and issue 3 and 10-day notices for balances due.
•     Draft and present payment plans to resident for signature.
•     Prepare and submit month end batch reports.
•     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 petty cash funds and company credit card expenditures. Assist Portfolio Manager (PM) with review of vendor invoices.
 
Tenant Relations and Management
•     Maintenance of all on-site and headquarter records.
•     Consistently provide professional support to CHH residents.
•     Ensure adequate coverage of the premises through coordination with the Assistant Manager or Building Specialist, where available. 
•     Work with the PM and Director of Property Management (DPM) regarding lease violations and legal matters.
•     Collect and process residents’ income certifications and or other information necessary for compliance reporting.
 
Property Maintenance and Repair
•     Process Repair Request Forms from residents.
•     Respond to building emergencies during and after work hours.
•     Contact residents after repair is completed to ensure satisfaction with the work.
•     Coordinate and participate in turning units.
•     Coordinate the purchase and inventory of equipment, appliances and other materials.
•     Ensure all interior and exterior common areas are clean.
•     Perform minor interior and exterior repairs/maintenance.
•     Purchase and maintain frequently used supplies on-site.
•     Complete preventative maintenance program as outlined for building.
•     Coordinate annual and funder inspections and associated repairs.
•     Coordinate pest control services as needed.
 
Training
•     Perform on-site training with Site Managers.
•     Train staff on Boston Post software and internal CHH systems.
•     Train staff on all CHH policies and procedures.
•     Train staff on preventive maintenance plans and building systems.
•     Ensure new staff are up to date on building compliance, including recerts, leasing etc.
•     Assist Site Managers with the leasing process.
•     Follow CHH training procedures & coordinate with maintenance and compliance trainings.
 
Leasing and Marketing
•     Provide professional customer service to all current and prospective residents and related agents.
•     Show apartments to perspective residents, provide housing applications and explain the application process.
•     Assist with resident selection process and affirmatively seek low-income residents who will benefit from below market units.
•     Work with Housing Assistant to maintain HUD waitlists and comply with Tenant Selection Plans and Affirmative Fair Marketing Plans.
•     Provide information on vacancies and screen incoming applicants by phone or in person.
•     Complete initial certification move-in paperwork through file completion, including third party verifications of income, assets and other eligibility criteria.
•     Submit background check to verify rental and criminal history.
•     Prepare and mail correspondence; including denials and retrieving and securing missing documents from clients.
•     Utilize the property management software throughout the leasing and move-in process.
•     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.
•     Manage HUD waitlist to fill HUD vacancies: processing new applications, contacting applicants, sending denials and processing required HUD move-in paperwork.
•     Process additions to households, key permissions and pet documents.
•     Review upcoming vacancies, post ads, and update unit availability on marketing websites.
•     Prepare and sign lease documents and establish resident accounts in property management software.
•     Maintain confidentiality of applicants, residents, corporate, personnel and research information.
•     Meet with residents and complete annual, interim, and gross rent HUD, Tax Credit, and SHA income certifications prior to deadlines.
•     Follow EIV procedures and pull and review all EIV reports.
 
Community Building
•     Assist DPM with distribution and collection of annual resident surveys.
•     Assist with coordinating community building events at buildings bi-annually.
 
Other
•     Communicate regularly with the PM regarding general operations of the property, and make suggestions for improvements.
•     Attend community/neighborhood meetings as directed.
•     Other duties as assigned.
 
Minimum Qualifications:
•    High school diploma or GED preferred.
•    Must have at least one year experience in property management, landlord tenant law..
•    Standard business English, ability to speak, read and write.
•    Basic Computer Skills; Microsoft suite, Outlook and Internet.
•    Experience working with a diverse populations, cultures and communication styles.
•    Can lift 20 pounds, walk stairs, climb ladders, and operate generally accepted cleaning tools.
•    Ability to follow instructions accurately and to problem solve effectively. 
•    Proven ability to work with little or no direct supervision daily.
•    Ability to organize time efficiently, prioritize tasks and perform tasks in a self-directed manner. 
•    Ability to cope with deadline pressures and customer service needs.                                                                                           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:
•    Knowledge of mental health, addictions, family issues, multicultural issues and elderly service delivery system.
•    One year experience with CHH.
•    Strong working knowledge of CHH Site Manager policies and procedures.
•    Training or coaching of staff members.
•    Residential leasing experience.
•    Two years affordable housing property management experience.
•    Experience supervising staff.
•    Tax credit, HUD or other forms of affordable housing certification experience.
•    Experience working with seniors and/or disabled.
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