Senior Property Manager en Hope Solutions

Senior Property Manager 

ABOUT US

Founded in 1991, Hope Solutions, formerly Contra Costa Interfaith Housing, is a vibrant and socially responsive non-profit agency that provides permanent housing and vital support services to over 2,000 homeless or at-risk families and individuals in Contra Costa County. Over 40 faith-based communities support our work, although there are no religious requirements or affiliations to receive services.

Are you seeking a new role that fully utilizes your talents and potential—while helping to make the world a better place? If so, please read on!

What are you passionate about?

At Hope Solutions—we envision a world in which everyone has a place to call home and the support of a strong community so that they can live with dignity and reach their full potential. We strive to be inclusive and responsive to community needs. We are committed to excellence and accomplish our work with integrity, respect, compassion, and humility.

Hope Solution's mission is to heal the effects of poverty and homelessness by providing permanent housing and vital support services to highly vulnerable families and individuals.

Could our mission be your mission?

Learn more about us @ hopesolutions.org 

TEAM SNAPSHOT

We're adding to our team of passionate folks—who are on a mission to help make the lives of others better—through services and support that lead to a higher quality of life for our clients. 

We'd like to learn more about you—apply for the role! What's our team like? 

Here's a snapshot of some of the folks at Hope Solutions who help advance our vision to achieve—secure housing and the dignity of self-sufficiency for the homeless and at-risk families and individuals in Contra Costa County.

A FEW OF US...

Deanne—Chief Executive Officer—Resides with her husband and three children. Enjoys hiking, camping, reading, cooking, and cheering at her kids' games.

Alex—Chief Operating Officer—Lives with his wife, son, and dog (and loves when the grandkids visit!). MSW and macro social worker who enjoys reading, baseball (Go Giants!), cooking, hiking, jazz, and family time.

Christina—Chief Financial Officer—Resides with her husband, son, two daughters, and their dog. MPA, Non-Profit Graduate Certificate, and 20+ years in finance; enjoys traveling and family time.

Beth—Director of Clinical and Support Services—Resides with her sister and son. Licensed psychologist with 30+ years working with children and families; enjoys singing, cooking, gardening, and traveling.

Bill—Vice President of Programs—Resides with his partner. Licensed Marriage and Family Therapist with 25+ years’ experience working with underserved populations, specialized training in somatic psychotherapy and end-of-life care; enjoys reading, gardening, and meditation.

Cayla—Director of Evaluation & Learning —Resides with her husband and children. MBA in Business Analytics that thrives on spreadsheet analysis, dashboard creation, and reading.

Debbie—Director of Development & External Relations—Resides with her husband, two teenagers, and a rescue mutt. Leads external relations and development with 20+ years in marketing and communications.

Dominick—Director of Re-Entry Housing & Services—A fourth-generation San Francisco native and father of four, holds a B.S. in Criminal Justice and an M.A. in Leadership. In his free time, he enjoys music, travel, nature, cooking, and quarterly wine trips.

Gessika—Director of Properties & Support Services—A Bay Area native and former frontline social worker, Gessika leads housing and support programs that promote long-term stability by addressing mental health, housing access, and systemic injustice. She brings over 15 years of nonprofit leadership and clinical social work experience, with expertise in trauma-informed care, program development, and advocating for frontline staff.

Kristina—Director of Human Resources—With over 20 years of experience in HR, leadership, people management, and operations, she holds a Bachelor of Business Administration and is a SHRM-SCP certified professional. A Bay Area native and proud foodie, she lives with her child and enjoys spending time with her family, cycling, hiking, and keeping life light with laughter and fun.

Mashal—Director of Housing & Support Services—Resides in the Bay Area. Daughter of Afghan refugees; enjoys weekends with her son, concerts, reading, and Sonoma Coast drives; former Program Manager for housing and care for chronically homeless adults with AIDS/HIV; co-chair for Hope Solutions' CARE Committee and board member.

Tanya—Director of Rapid Re-Housing & Navigation—Resides with her husband, daughter, and two sons. Master's in Counseling Psychology with 15+ years serving underserved populations; enjoys music, comedy, movies, exercising, and basketball.

WHO WE ARE LOOKING FOR:

Guided by the Properties & Services Manager, the Senior Property Manager oversees housing unit occupancy and maintenance operations at the El Portal Place permanent housing program. This position provides advanced support, ensuring consistency and excellence in property management practices. 

The scope of responsibilities includes overseeing tenant rental agreements, deposits, and rent payments; managing maintenance and repair workflows; coordinating with county departments to ensure the building remains in excellent condition; maintaining accurate tenant records; and conducting comprehensive unit inspections. 

Collaborating closely with an interdisciplinary team as well as external community providers, the Senior Property Manager assumes a pivotal role in ensuring seamless tenant experiences. By nurturing relationships with county departments of Health, Housing & Homeless Services, Public Works, and Real Estate, as well as with other external partners, they facilitate the effective management of housing units, aligning tenant needs with property requirements and strengthening the housing stability of program residents. At its core, this role is driven by a commitment to empowering individuals in need while exemplifying skillful property management in fostering secure and dignified living environments. 

Supervisory Responsibility: None

The Senior Property Manager may assist the Program Manager with any or all of the following (and is expected to handle at least one bullet per subsection):

WHAT WILL YOU DO:

Onboarding:  

• Participating in the hiring process.  
• Training staff on team-specific Standards of Practice (SOPs), documentation, and paperwork.  
• Supporting staff in using HMIS/Apricot for data entry, note-taking, and referral tracking.  
• Providing shadowing opportunities for home visits and fieldwork, and exposing new staff to assessments, intakes, resource connections, follow-ups, exits, and landlord interactions.  

Client Intakes and Assessments:  

• Training and assisting staff (both new hires and those needing guidance) with program-specific paperwork, contract liaison forms, and filing/documentation processes.  
• Maintaining relationships with contract liaisons and referral sources.  
• Act as the point of contact in the manager's absence and participate in contract liaison meetings.  

Data and Reporting:  

• Reviewing, generating, & customizing reports to support your/your team’s work.  
• Monitoring program outcomes using dashboards and reports, addressing key data points such as exits, income changes, and flagged items.  
• Managing and tracking subsidy requests by preparing and submitting them to the manager and collaborating on data reviews.  
• Participating in quarterly data and finance meetings to align reporting and outcomes.  

Managerial Support and External Representation:  

• Providing ongoing support to staff, offering guidance and feedback as needed, in small groups and/or teams meetings.  
• Serving as the point of contact when the manager is unavailable, ensuring communication with the director and updating the manager upon their return.  
• Attending community and external meetings on behalf of Hope Solutions, creating agendas, hosting discussions, and taking detailed notes.  

Lead Role: 

• Provide proactive and consistent communication to all contractors and partners regarding facility needs and ongoing facility maintenance, including monthly and annual reporting. 
• Support planning for facility maintenance needs 1 – 5 years ahead and ensure consistent adherence to budgeting processes for scheduled projects. 
• Ensure that all contracted deliverables pertaining to facility inspections, bids for work orders, and vendor services are managed/maintained. 
• Assist with oversight to address the following maintenance obligations in a timely and consistent manner according to contract requirements: 
  • Monitoring the structural integrity of the Building by ensuring that required periodic inspections are scheduled/completed. 
  • Maintaining the roof of the Building, including routine gutter maintenance. 
  • Maintaining plumbing systems. 
  • Non-routine elevator maintenance. 
  • Non-routine maintenance and repair of the Building’s HVAC systems. 
  • Maintaining the parking lot, including repairing cracks, sealing, and other repairs. 
  • Maintaining the lighting in the parking lot. 
  • Maintaining the electronic lock system. 
  • Maintaining the exterior surveillance camera system. 
  • Maintaining remote monitoring of the smoke and fire alarm system through a third party. 
• Coordinate vendors, and collect and submit vendor bids/contracts to Manager/Director for approval for the following minimum facility responsibilities according to Public Works Department requirements: 
  • A fire alarm system contractor. 
  • An elevator service company possessing a C-11 license issued by the California Contractors’ State License Board to provide routine maintenance and repair services to the Building’s elevator and provide the County with a copy of the valid, current elevator permit issued by the State of California each year not later than 30 days after receipt from the State. 
  • An HVAC repair provider to keep HVAC systems in good operating condition, which contract is to cover maintenance of the HVAC units and components, including motors, belts, dampers, drainage systems, and air filters, to occur quarterly. 
  • A professional landscape company to maintain landscaping in good order, condition and repair, which includes maintaining any dog park and keeping any parking lot clean and free of debris. 
  • A washing machine/dryer company for laundry facilities. 
  • A pest control company. 
  • A janitorial services company. 
  • An internet/network service provider. 
  • A security camera provider. 
• Ensure timely review, approval and processing of work orders and utility bills and timely/consistent payment to vendors. Ensure billing for maintenance work is documented accurately for the Finance Department according to funding guidelines. 
• As directed, support onboarding/training of new Property Management staff. 
• Ensure proper management and security of master unit keys. 
• Ensure timely review/approval of resident certification packets and entry of key data into the AppFolio Property Management system. 
• Represent Hope Solutions with community stakeholders, as assigned. May require evening meetings. 

Resident Support: 

• Maintain familiarity with all residents. 
• Collaborate closely with all supportive staff to support residents to overcome issues that may place them at risk for eviction, including but not limited to: behavioral issues, mental health problems, or physical limitations that affect their ability to abide by lease agreements/rules of residency. 
• Provide education on housing retention strategies, including but not limited to encouraging and assisting residents in taking advantage of services and programs available to them. 
• Maintain awareness of culturally diverse consumer populations and perform duties with a trauma-informed approach and attention to residents' cultural needs. 

Property Management: 

• Ensure unit vacancies are filled within 45 days, non-urgent repairs are completed within 2 weeks, and repair costs are kept within annual budget guidelines. 
• Ensure timely and high-quality maintenance of units, overseeing and inspecting work to ensure it is completed to a high standard. 
• Assist with resident intake/certification/verification paperwork. 
• Maintain contact with housing applicants and work collaboratively to assist in managing the assessment and intake process for them. 
• Ensure completion of lease agreements with residents, providing a careful and detailed review of all agreements for accuracy 
• Ensure smooth move-in for new residents, including providing furnishings, keys and/or lock codes, instructions on using appliances, and any needed information specific to their unit, including introducing an on-site property manager, if applicable. 
• Manage resident complaints and issues. 
• Calculate resident rents per program requirements, process tenant rent payments, and address late payments in collaboration with other Property Management and Support Service staff. 
• Conduct regular HUD HQS unit inspections. 
• Create and maintain consistent verbal and written communication channels between collaborating parties (i.e., resident, landlord, referral sources, service agencies, etcetera). 

Data Responsibilities: 

• Ensure timely and accurate documentation within 72 hours after each resident contact (24 hours for incident reports) and consistent, timely processing of vendor invoices and payments. 
• Ensure data quality in the AppFolio system, including but not limited to timely data entry, M&R records, resident financial records, data analysis, and working with Finance Department staff to complete reconciliation and update records as needed. 
• Ensure data quality in the Apricot system, including but not limited to data entry, reporting, and analysis. 
• Within 60 days after the end of the calendar year, provide a report to the Director of Public Works, or their designee, detailing all maintenance, repairs and work performed at El Portal Place in the prior calendar year (to include a full description of the work performed, the date it was performed, the contractor that performed the work and the cost of the work). 
• Within 30 days after the occurrence of any non-routine maintenance or repair situation at El Portal Place, provide a report to the Director of Properties & Support Services, the Director of Public Works, or their designee, that describes the situation, the maintenance or repair that was carried out, the date the work was performed, the contractor that performed the work, the cost of the work and any residual issues that could impact the Building or the Property. 

Cultural Responsiveness: 

• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences within group environments appropriately and effectively. 
• Experience fostering and reinforcing an environment that values unique experiences, cultures, personal humility, authenticity, backgrounds, and goals. 
• Participate in and complete our new employee onboarding process, which includes reading and discussing a short chapter in the book, The Color of Law. 

Organizational/Administrative Responsibilities: 

• Professionally represent Hope Solutions in all circumstances. 
• Comply with policies, procedures, standards of practice, and outcome requirements for the program. 
• Comply with all legal/ethical professional guidelines for maintaining consumer confidentiality, adhering to HIPAA guidelines, protecting consumer rights, advocating on clients’ behalf, and assuring consumer safety. 
• Comply with all local, state, and federal regulations as well as with Hope Solutions policies and procedures. 
• Maintain knowledge of and compliance with Fair Housing regulations. 
• Assist with the creation/distribution of client satisfaction/feedback surveys. 
• Assist with data entry and completion of financial reports, tenant statements, billings, and correspondence. 
• Update the Properties & Services Manager, Director of Properties & Support Services, and the Finance department on financial matters regarding monies received and spent for maintenance, repair/rehabilitation, insurance claims, and reports. 
• Attend all required meetings, including but not limited to: Hope Solutions staff meetings, Team meetings, consumer case conferences, and linkage meetings with other agencies. 
• Attend program development meetings as required. 
• Interface and integrate efficiently with Hope Solutions management, service providers, and residents. 
• Complete required personnel-related paperwork and complete expenditure reports for food supplies, petty cash expenses, and/or mileage in a timely and accurate manner. 
• On-call, after-hours, and backup work will be required. 
• Other duties as assigned. 

Position Qualifications: 

• Knowledge of and belief in “Housing First” philosophy and strategies. 
• Passion for and demonstrated experience successfully supporting vulnerable populations, especially homeless individuals with mental disabilities. 
• Experience with and/or interest in handling light maintenance skills is strongly preferred. 
• AA or AS degree in Business or field applicable to property management and/or a minimum of 3 years' experience in property management. 
• Knowledge of or willingness to learn HUD requirements, including tenant certifications and/or experience working with HUD-funded properties. 
• Bi-lingual in English/Spanish is a plus. 
• Outstanding written and verbal communication skills. 
• Computer proficiency in the use of Microsoft and database applications. 
• Must have an operational vehicle, auto insurance, valid California driver’s license, and be willing to drive for work. 
• Must pass LiveScan screening and TB test. 
• Salary contingent upon skill and experience. 

Physical Qualifications: 

• The person in this position may make home visits to consumers who live on second or third-floor apartments (without elevators) and will need to be able to climb stairs. 
• May accompany consumers on walks to local resources (grocery store, childcare, parks) up to ½ mile in distance. 
• Must be able to work in a desk setting for up to 3 hours at a time to make calls to consumers, research resources on the internet, and collaborate with community providers with calls/emails. 
• Office setting activities are required, such as typing on a laptop/computer to respond to emails, entering case notes into a database, and copying/faxing forms and documents on a copy machine related to maintaining or obtaining housing. 
• Occasionally must be able to lift and carry objects weighing up to 25 pounds, including furnishings for new residents, files, holiday gifts, and food donations. 
• Ability to drive an automobile and transport oneself and consumers to appointments or meet at consumer homes, including driving at night. 

Compensation & Benefits:

• Flexible, dynamic work environment.
• 100% premium paid for employee Kaiser health and dental care.
• Matched 403b retirement savings.
• 11 paid holidays, plus 3 floating holidays.
• Ability to accrue 2-4 weeks' vacation depending on tenure.
• Life insurance and Employee Assistance Program.

We are an equal-opportunity employer. If you're a good fit, we want to meet you!

* Please be advised that we are unable to provide sponsorship for this position. The nature of the work at Hope Solutions does not qualify us to support sponsorship. Only candidates authorized to work in the USA without the need for sponsorship will be considered.