Assistant Property Manager at Self-Help for the Elderly

Title:        Assistant Property Manager                       

Department:    Housing 

FLSA Status:    Non-Exempt

Reports to:        Property Manager or Director of Housing and Community Development

Summary:    Under the direction and supervision of the Property Manager or Director of Housing, the Assistant Property Manager assists the Property Manager in running daily operations at housing projects for families, seniors, and other eligible individuals. They ensure facilities and equipment are well-maintained and comply with all regulations and investor requirements. This role includes implementing Self-Help’s policies and procedures, providing customer service to residents and visitors, and guiding staff. The Assistant Property Manager works with the Maintenance Technician and Janitor to create a supportive environment for resident engagement and events. Good communication and judgment are essential in this position. The Assistant Property Manager needs to work well with residents, visitors, vendors, and staff. Responsibilities include training staff, planning and directing work, evaluating performance, rewarding and disciplining employees, and addressing complaints and problems under the Property Manager's supervision.

Essential Duties and Responsibilities:

⦁    Works with maintenance and janitorial staff, including any contractor or temporary personnel working at the property, whether paid or volunteer, to ensure completion and quality of product provided.

⦁    Assist the Property Manager in conducting annual property and unit inspections and ensure the preparation of preventative maintenance checklists for maintenance technicians to perform, ensure the completion of tasks on the checklists, and all work is completed in a timely manner.

⦁    Assist the Property Manager in maintaining full occupancy and ensuring all vacant apartment turnover procedures are followed. Turnovers are accomplished within 7 days and are consistent with Self-Help’s standards and the property’s budgetary goals and limitations.

⦁    Assist the Property Manager in maintaining the Waiting List according to Self-Help’s policy and procedures. Ensure the ongoing administration and maintenance of the waiting list are in compliance with TCAC, HCD, or other federal, state, local, and regulatory requirements.

⦁    Reviews completed and outstanding work orders on a daily basis.  Ensures the work orders are completed in a timely manner, consistent with Self-Help’s policies and procedures. 

⦁    Assist the Property Manager in conducting applicant interviews, verifying potential resident income, taking deposits, and renting in accordance with TCAC and HCD regulatory requirements. Prepare and process move-in Leases in conformance with Self-Help’s Policy.

⦁    Accurately complete all resident files at move-in, timely process, and precise income recertification of all residents within established TCAC and HCD regulatory guidelines. Maintains all resident documents and forms, including leases, move-in income certifications, and recertifications.

⦁    Ensures compliance with TCAC and HCD  regulatory and/or financial partner requirements and the accurate and timely submission of reports.

⦁    Assist the Property Manager in processing resident evictions in compliance with the court order and directions from Self-Help’s legal counsel or Director of Housing.

⦁    Assist the Property Manager in ensuring the successful day-to-day financial management of the property and maintain all necessary financial records and files in good order.

⦁    Assist the Property Manager in collecting rents and other payments, and ensure that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system using procedures set forth by Self-Help.

⦁    Completes daily deposits of all rents and payments collected. Reviews all delinquent accounts and resident receivables, and determines the necessary course of action to collect outstanding balances in consultation with the Director of Housing.  

⦁    Process purchase requests and prepare payment requests, maintain office supplies inventory, and perform other clerical and administrative duties as needed. 

⦁    Assist the Property Manager in responding to emergencies by taking appropriate actions; reports to the Director of Housing for any irregularities, unusual happenings, incidents, vandalism, or any other matter that could become an insurance claim or lawsuit, etc. Completes and submits Incident Report to the Director of Housing within 24 hours. 

⦁    Walks the entire property daily to ensure the common areas, landscaping, laundry, etc. are in good condition. Maintains curb appeal and ensures the general cleanliness of the property daily.

⦁    Attends and participates in in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc., as required by the needs of the property and as directed by the Director of Housing to enhance the sense of community at the property and promote harmonious relations among residents, staff, visitors, and persons of the larger community.

⦁    Develops a sense of community among residents and nurtures positive interactions and activities at the property. Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, and those with special needs, and adheres to Fair Housing and Equal Housing Opportunity requirements.

⦁    Coordinates with other departments to assist residents with social services needs or problems.

⦁    Performs other duties as assigned.

Qualifications:

⦁    One year of Affordable Housing Property Management Experience or one year managing people, projects, materials, and information; or an equivalent combination of education and experience. 

⦁    Knowledge of TCAC, HCD, and ADA Guidelines. It is mandatory to attend a Tax Credit program-related training organized by the Director of Housing. This training aims to help you obtain a Tax Credit training certification within the first six months of employment to provide you with the necessary knowledge and skills to navigate these crucial areas effectively.

⦁    Skills in Resident Problem Solving and Staff Management

⦁    Willingness to learn and troubleshoot preventive plumbing, electrical, landscaping, and ongoing maintenance issues and concerns.

⦁    Positive attitude, energetic, assertive, and capable role model for subordinates.

⦁    Demonstrated integrity on a professional level.

⦁    Knowledge of Word and Excel.  Yardi software knowledge is a plus.

⦁    Attention to detail and ability to handle multiple projects at once and shift priorities in a fast-paced environment.

⦁    Second language skills a plus, Spanish or Chinese.

⦁    Willingness to work with seniors.  Must be patient and with good communication and customer service skills.

⦁    Must be able to work on Holidays, weekends, and evenings.

⦁    Must pass a background check with a national sex offender screening.

⦁    Must pass a strength test for physical fitness for the job: able to lift up to 30 lbs.

Self-Help for the Elderly is an Equal Employment Opportunity/Affirmation Action Employer and we welcome diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, sexual orientation, disability, protected veteran status or any other characteristics protected by law. We participate in E-Verify.

Qualified applicants with criminal history will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We may provide reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process, please call (415) 677-7600 for special assistance.