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Eden Housing, Inc. · 1 month ago

Community Manager III & Night Manager - Quail Run, Santa Rosa

Santa Rosa, CA, USA

Full-time

Onsite

Mid, Senior Level

$29.51/hr - $34.59/hr

3+ years exp

Eden Housing, Inc. is a nonprofit organization focused on providing affordable housing solutions. The Community Manager III is responsible for the overall operation of multiple sites or a single large property, ensuring compliance with policies, managing staff, and maintaining the properties to provide a supportive environment for residents.

Real Estate

Growth Opportunities

Responsibilities

Supervises maintenance and janitorial staff, including any contract or temporary personnel working at the property

Supervises all vendors, contractors, and providers of service to the properties, whether paid or volunteer, to ensure completion and quality of product provided

Assists Facilities Coordinator to schedule personnel to be available for emergency maintenance

Supervises or performs the scheduling of routine maintenance and janitorial work. Completes regular follow up inspections or phone audits on maintenance and janitorial work to ensure quality control

Ensures adherence to preventative maintenance checklists by day, week, month, or year for maintenance personnel to perform, ensures the completion of tasks on the checklists, and ensures that all work is completed in a timely manner

Performs continual informal inspections of the properties to ensure they are being properly maintained and that mechanical devices are in working order, and that the environment is safe and attractive. Performs quarterly safety inspections in compliance with OSHA laws

Inspects exterior and interior common areas of the properties weekly using approved checklist

Performs annual or more frequent inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance chargebacks to residents

Ensures all vacant apartment turnover procedures are followed, and that turnovers are accomplished within a timeframe and manner consistent with Eden Housing standards, and in accordance with budgetary goals and limitations

Reviews completed and outstanding work orders daily. Ensures the work orders are completed in a timely manner and closed properly in Yardi, consistent with Eden policies and procedures

In conjunction with Facilities, prepares list of capital replacements required or anticipated, when applicable, and submits to Property Supervisor in advance of budget preparation

Prepares inventory of building contents, tools and equipment annually or as requested, and forwards to Property Supervisor for review

In conjunction with Facilities, bids out and selects contract services, negotiates vendor service agreements, and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement under the supervision of the Property Supervisor

Ensures adherence of the building and its contents to all applicable municipal and fire codes. Obtains permits, as required

Prepares written recommendations for physical repairs and/or replacements, improvements, supplies, material, and equipment to Property Supervisor

Utilizes the HD Supply app on the company cell phone to access the Material Safety Data Sheets, as well as other safety related inspections and reports

Ensures adherence to all maintenance requirements of Eden Housing

Maintains full occupancy

Markets units by preparing advertising and marketing programs in compliance with federal, state, local and regulatory requirements. Makes recommendations to improve marketing and leasing programs

Assigns units in the order provided by the Waiting List and according to Eden Housing policy and procedures. Ensures the development and ongoing administration and maintenance of the waiting list is in compliance with federal, state, local, regulatory and Eden Housing requirements

Supervises all staff in the turnover of vacant rental units and ensure that properties comply with unit turnover timeframes policy

Reviews all completed rental applications and leases for accuracy and completeness, and for conformance to Eden Housing’s Resident Selection Policy

Conducts applicant interviews, obtains appropriate documentation to complete certifications, and verifies potential resident income. Takes deposits and rents in accordance with Eden Housing’s Resident Selection Policy. Performs background screenings on all potential applicants

Walks a vacant apartment when completed by maintenance personnel or vendors to ensure they are clean and ready to show

Weekly walks the properties to be sure the common areas, landscaping, laundry, etc. are in good condition

Supervises move-in and move-out procedures. Completes security deposit refund paperwork timely and according to policy

Conducts marketing and public relations tours during office hours or by appointment, as appropriate

Prepares regular market surveys, as requested

Prepares weekly Vacancy Reports, monthly Budget Variance Reports, Management Overview Reports, and ensures resident waiting lists are accurate and up to date at all times

Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the properties and as directed by the Property Supervisor to enhance the sense of community at the properties and to enhance the public image of the properties

Promotes harmonious relations among residents, staff, vendors, and persons of the larger community

Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements

Develops a sense of community among residents by maintaining good resident-to-resident relationships, staff-to resident relationships, staff-to-staff relationships, and nurturing positive interactions and activities at the properties

Ensures all site staff respond to all resident requests or complaints in a timely, efficient, and courteous manner

Receives work order repair requests, schedules repairs with maintenance staff, and follows up with the resident, for purposes of quality control, to be certain repairs were completed properly and in a timely manner

Manages resident evictions in compliance with court order and directions from Eden Housing’s legal counsel or Property Supervisor

Convenes and chairs resident meetings in accordance with Eden Housing standards and requirements. Assists in preparation of Board Packets, where applicable

Coordinates with Resident Services to assist residents with social services needs or problems

Provides a resident comment and evaluation form to each resident. Prepares and reviews summary for submission to Property Supervisor. Acts on feedback from resident comment and evaluation form as directed by Property Supervisor

Develops and provides support to resident organizations, as needed, and as requested by resident organization

Represents the properties to local social service agencies and funding sources, as requested by the Property Supervisor

Ensures the successful day-to-day financial management of the properties and maintains all necessary financial records and files in good order

Collects rents and other monies. Ensures that all transactions are processed timely, input accurately and completed in YARDI, using procedures set forth by Eden Housing

Supervises or completes daily deposits of all monies collected

Reviews all delinquent accounts and resident receivables and determines necessary course of action to collect outstanding balances in consultation with the Property Supervisor. Submits weekly report to Supervisor with action plan of receivable reduction

Reviews property dashboards for entire portfolio. Prepares action plans for each property not managing according to established goals. Presents each action plan to Property Supervisor for approval with weekly follow-ups as milestones for marked improvement

On a monthly basis, compares lease information with monthly rent roll to ensure that the properties security deposits, rents, move in dates, etc. are accurate. Reviews monthly pre-posting report to ensure accurate rent charges

Utilizes purchase orders when making purchases for the properties. Performs payscan functions daily for prompt vendor payment

Reviews monthly income and expense statements and reports any areas considered a problem to Property Supervisor

Provides initial draft of the annual site budget by the deadline given annually by the Property Supervisor

Maintains compliance within the budget during the fiscal year to ensure the fiscal integrity of the project under the direction of the Property Supervisor

Prepares monthly financial packages for submission to the Property Supervisor. Reviews financials for entire portfolio monthly. Works with Community Managers and Property Supervisor in monitoring and managing to budget

Prepares weekly Vacancy and Delinquency Reports of entire portfolio and submits them in a timely manner to the Property Supervisor

Timely completes and submits a Monthly Budget Variance Report

Completes and submits to the Property Supervisor within 24 hours, any incident that occurs on the properties out of the ordinary or which could become an insurance claim or lawsuit

Adheres to all accounting and reporting procedures required by Eden Housing

Supervises or completes all resident files at move-in and at each recertification accurately and completely

Supervises or completes timely and accurate income recertification of all residents within established regulatory guidelines

Processes and maintains all resident documents and forms including leases, income certifications and recertifications, etc

Submits files to third party compliance for approval. All move-ins are required to have compliance approval

Ensures compliance with regulatory and/or financial partner requirements, and requests for information to include but not limited to the preparation and submission of reports in an accurate and timely manner (monthly, quarterly, etc.)

Prepares property for all inspections to ensure good results

Provides reports to Property Supervisor upon request

Interacts on behalf of properties and management with representatives of investors, funders, and agencies via phone, email, and in person

Coordinates and participates in site inspections and visits of regulatory agencies and financial partners

Supervises or manages the day-to-day administration of the property offices, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening, and answering mail daily; coding invoices daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and that it and the staff are presentable to the public

Adheres to Eden Housing performance standards

Exercises common sense, good judgment, consistency, and self-control in day-to-day contact with residents and in other business-related matters

Ensures consistent application of rules and regulations, lease, and lease addenda. Documents and reports all violations in the properties log

Ensures proper maintenance and storage of property files and records

Ensures that all property staff adhere to all systems, procedures, timelines, and formats established by Eden Housing including the filing systems, business correspondence, purchasing procedures, rental collections, recertifications with proper documentation, properties maintenance records, personnel procedures required, etc

Collects, analyzes, and reports the statistical data as requested to provide an accurate and current assessment of the properties and its needs. Utilizing the monthly dashboard, report to Property Supervisor the status of each property within portfolio. Where compliance is not being met, action plans will be required

Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event. Completes incident reports and forwards to Property Supervisor within 24 hours for review and feedback prior to submitting to Claims. Where applicable, may assist in the coordination of displaced residents due to property emergency on or after hours. Will work with Property Supervisor and Operations Coordinator where situations occur

Posts all licenses, permits, notices and occupancy permits required by federal, state, and local jurisdictions

Attends trade association meetings and seminars to keep up to date on trends and changing conditions, as requested and/or required by the Property Supervisor

Communicates all problems and resolves them or makes recommendations to Property Supervisor for resolution

Interviews, hires, trains, evaluates, motivates, disciplines, and terminates all staff under the direction of the Property Supervisor and in accordance with Eden Housing Personnel Policies

Conducts the introductory and annual performance evaluation of all staff and goals for the staff in accordance with departmental goals and objectives. Recommends promotions, salary adjustments and disciplinary actions

Determines appropriate personnel needed to complete maintenance jobs within the capability of the staff and using temporary personnel in consultation with the lead maintenance technician, if applicable, and with approval of the Property Supervisor

Interacts effectively with Resident Services staff in resolving resident issues and concerns

Reviews, approves, and submits employee timesheets to Central office based on the posted payroll schedule

Ensures appropriate staff development and/or training, including his/her own. Mentors and trains Community Manager’s in a manner consistent with Eden policy

Completes Workers Compensation reports for injured employees according to Eden Housing policies and procedures

Ensures all staff adheres to fair housing laws

Develops and maintains good staff working relationships, provides leadership to inspire the spirit of teamwork, and encourages cooperation among the staff

Ensures staff interacts professionally and respectfully with all residents and with each other

Escalates issues to Property Supervisor, and HR, where applicable. Understands confidentiality

Acts in a leadership role. Attends leadership classes, where applicable. Mentors and trains direct team under the direction of the Property Supervisor. Attends monthly meetings, where applicable. Conducts quarterly meetings with all team members of direct portfolio, providing updates on policy and reviewing portfolio performance

Ensures the housing program (services and activities provided by the property) is maintained as directed by governing documents, the Board of Directors, Eden Housing, and/or the regulatory agency

Provides direct assistance and direction during after-hours emergencies, as needed

Schedules and supervises fire alarm inspections where appropriate and ensures accompanying paperwork is completed

Conducts monthly staff meetings wherein safety is a standing item of information and discussion

Performs other activities or tasks not outlined above as assigned by Property Supervisor to ensure the viable operation of the property

Qualification

Affordable housing managementYardi softwareTCS certificationCOS certificationProject managementCustomer service skillsSecond languageWordExcelCommunicationTeam leadershipAttention to detail

Required

Three years' experience in affordable housing management as community manager

Three years managing people, projects, materials, and information; or equivalent combination of education and experience

High School Degree or equivalent

Ability to read and comprehend written instructions, short correspondence, and memos

Ability to write simple correspondence

Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization

Ability to read and interpret documents such as safety rules, operating maintenance instructions, and procedure manuals

Ability to write routine reports and correspondence

Ability to speak effectively before groups of residents or staff of the organization

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other staff of the organization

Willingness to learn to prepare annual budgets

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's

Ability to perform these operations using units of American money and weight measurement, volume, and distance

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

Ability to deal with problems involving several concrete variables in standardized situations

Ability to interpret a variety of instructions furnished in written, oral or schedule form

TCS and COS certification is required to be obtained within the first 12-months of the position

Preferred

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

Positive attitude, good sense of humor, energetic, assertive, and capable role model for subordinates

Demonstrated integrity on a professional level

Excellent communication and customer service skills. Strong attention to detail

Knowledge of Word and Excel. Yardi software knowledge a plus

Ability to handle many projects at once and shifting priorities in a fast-paced environment

Second language skill a plus

ARM certification preferred

Company

Eden Housing, Inc.

Eden Housing is a non-profit organization with over 55 years of experience providing safe and affordable housing that helps families stay secure, allows communities to thrive, and solves many of the most pressing housing challenges facing California cities.

Founded in 1968

Hayward, CA, US

501-1000 employees