Associate Director of Property Management - Oakland, United States - East Bay Asian Local Development

Description

Emphasizing our historic and continuing commitment to Asian and Pacific Islander communities, the

East Bay Asian Local Development Corporation (EBALDC)

works with and for all the diverse populations of the East Bay to build healthy, vibrant and safe neighborhoods through community development.

EBALDC
is a first-generation social enterprise founded in 1975 that has consistently generated >75% of our revenue from earned income. Our businesses and programs generate revenue to support sustained social impact.

We oversee a diverse range of businesses and programs, including real estate development, property management, social services, and professional services, some of which are corporate operations and others are operated as subsidiaries and through partnerships with public and private partners.

EBALDCis dedicated to building a culturally diverse and pluralistic organization committed to working in multicultural communities, and strongly encourages minorities, people of color and women to apply for our employment opportunities.

EBALDCis an equal opportunity employer and makes employment decisions on the basis of merit, including the applicant's ability to champion
EBALDCmission, values and organizational culture.

EBALDCwants to have the best available persons in every job.
EBALDCpolicy prohibits unlawful discrimination on any basis protected by federal, state or local law or ordinance or regulation.

For more about

our accomplishments

and

our mission , please visit:
East Bay Asian Local Development Corporation (EBALDC)

is seeking a regular full time

Associate Director of Property Management

at the Main Office in Oakland, CA.


Summary:

The Associate Director of Property Management (Associate Director) is responsible for entire portfolio of
EBALDCunits in Oakland, Emeryville, Richmond, and San Pablo.

The Associate Director is responsible for overseeing two administrative team members. The customer service is provided by 50+ on-site managers, maintenance, custodian, and desk clerk staff.

The Associate Director will support innovation and greater system efficiency in the department and ensure all properties in the portfolio meet the occupancy and financial goals.

The position will set high housing quality standards, safety, and sanitary; and manage fiscal, policy, tenant, personnel, and safety issues according to legal, investor, lender, and
EBALDCrequirements.

S/he is responsible for addressing the day-to-day operating issues of the portfolio and decisions thereof and contributing to long-range planning goals.

The incumbent has an integral role in developing, monitoring, and evaluating Property Management processes, policies, procedures, documentation, and resources for both the Corporate office and site offices.

The associate is responsible for implementing, managing, and maintaining ongoing projects and its systems, conducting research and performance analysis, supporting communication and financial data flow between the portfolio and Corporate office.

The incumbent is responsible for supporting Yardi Voyager management, Salesforce, and SharePoint software applications by providing training and problem-solving assistance to property management staff.

Key Duties and Responsibilities:

Primary Duties Include:
Supervising the administrative staff at higher needs buildings and holding them accountable for high levels of performance, teamwork, and quality customer service
Providing leadership to the team in coaching, training and support
Working with the department leadership to develop system improvements and procedures that improve the department's operations and services, foster program development, and support the achievement of program objectives and outcomes
Monitoring department compliance with vendor contracts or regulatory requirements, including conducting regular file audits and monitoring other building systems, such as tenant complaint and turnover processes, key protocols, etc
Partner and coordinate within the department and other departments to meet objectives and ensure comprehensive services
Oversee timely tenant rent collection, ensure non-payment and nuisance eviction prevention procedures are followed, and coordinate unlawful detainer process with the Property Management attorney
Representing the agency at eviction and other legal proceedings, as required
Attending tenant meetings and special events
Fulfilling responsibilities when there are gaps in staffing
Collaborating with the appropriate staff to develop property goals related to maintenance and infrastructure upgrades
Responsible for ensuring alignment of property performance against budgets.
Ensure a strong collaborative partnership with Resident Services Leadership

Property Maintenance & Security:
Ensure each property is maintained per general building codes and standards and with EBALDC's business judgment as to the building's long-term goals and benefits
Ensure that all service requests across the portfolio are being performed in the most efficient and timely way, continuously evaluating for improvement
Ensure that all property managers are completing their preventative maintenance program
Ensure that all vacated units are turned over within the allotted goal time of 3-5 days
Ensure that portfolio properties are well-maintained and repaired, all Property Supervisors conduct annual unit inspections, and provide emergency services as needed

Recordkeeping & Reporting:
Completewritten quarterly reports and assist in the development of long-range capital improvement plans
Prepare and submit timely written reports as required by lenders, investors, or governmental entities
Ensure that adequate records are maintained and up-to-date on portfolio properties
Ensure that adequate records are kept of communications with agencies, vendors, and residents
Audit site files, reports, and resident certifications for completeness and accuracy
Reconciliation of operating expenses and variance report across all portfolios.

Planning & Budgeting:
Ensure property managers collect, deposit, and appropriately process all rental payments across the portfolio
Review and/or approve all requests for payment schedule); inform the Director about the status of delinquent accounts
Be responsible for meeting budget goals for the entire portfolio
Monitor monthly financial statements and work with site managers to anticipate and correct problems; establish written corrective action plans where needed
Provide formal monthly reporting of status and projections for all properties to the Director
In collaboration with Asset Management, determine and administer capital improvements and replacement program
In collaboration with Asset Management, determine the operating or replacement reserve need of each property
Assist each resident manager in the preparation and review of annual site plans, which include staff development, maintenance, security, appearance improvement, cost controls, budgets, energy efficiency, and safety
Prepare/participate in the development of the annual property operating budgets.
Ensure all site managers understand, monitor and are approving and properly coding all the expenses for each property.
Reconciliation of rent ledger records.

Monitoring Performance & Compliance:
Ensure that all properties are operating in a manner consistent with
EBALDCpolicies, procedures, and standards
Interface with Finance, Occupancy and Compliance, and Asset Management to ensure that the properties are meeting deliverables, tax credit compliance requirements and are in compliance with all State, Federal and local funders
Monitor the management of the properties in the portfolio to ensure that problems are anticipated and dealt with promptly
Ensure that all properties are above the neighborhood standard in appearance
Maintain adequate historical records of performance for each property
In coordination with the Compliance Supervisor, ensure that all properties meet compliance requirements for all applicable agencies
Conduct on-site audits to ensure compliance with rent rolls, receivable, leasing, and maintenance of resident file folders
Be a member of the Safety Committee
Ensure external audits are tracked and responded to within agency timeline
Ensure portfolio leasing activities are performed timely to avoid extended revenue loss


Personnel & Staff Development:
Provide for a positive work environment for employees in the portfolio
Provide on-the-job and formal management training and coaching where needed to improve skills
Develop a portfolio training plan consistent with the corporation's needs
Ensure that office procedures are efficient and effective, automated where possible, and that managers utilize computer resources
Provide career development guidance, make promotional decisions consistent with
EBALDCcareer paths and ensure that adequate replacements are available to cover vacations, leaves, and job vacancies
Develop department goal draft for Supervisor and on-site management team
Recruit, hire, supervise, motivate, and manage and develop the capabilities of the PM team
Create a work environment that fosters inter-departmental teamwork, outcomes based and a mission driven atmosphere
Oversee employee performance reviews and provide ongoing support and feedback to PM team regarding their job performance
Supervisory Responsibilities

Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving issues.

Carries out supervisory responsibilities per the organization's policies and applicable laws.
Directly supervises the Property Operations Administrative Assistant

Provides mentorship and leadership to Property Supervisors; partners with them closely to ensure key projects and deliverables are performed in a compliant and timely manner, provides feedback routinely and ensures consistent communication occurs across all portfolios.

Required Knowledge, Skills & Abilities:
Ability to exercise independent judgment and work with all stakeholders
Strategic planning and the ability to execute long term improvements to the property management Department
Excellent negotiating, organization, and planning skills
Knowledge of landlord-resident laws and procedures
Experience in working with diverse communities and specifically supportive housing portfolios
Demonstrated ability to communicate professionally and effectively via phone and in writing with site staff and cross-functional internal partners, residents, public agencies, and members of the community
Ability to complete assigned tasks independently and ability to meet deadlines using demonstrated time management skills
Excellent analytical and problem-solving skills
Excellent interpersonal and listening skills
Flexibility to operate effectively in a fast-paced, team-oriented work environment
Strong customer service and follow-through skills
Strong organizational, written, and verbal communications skills
Strong computer literacy with proficiency in MS Word, Excel, Outlook - PowerPoint helpful
Bachelor's degree, or equivalent years of experience
Travel inter-site through portfolio as necessary (50% of the time)
YARDI experience
At least five years of experience as a supervisor in residential Property Management
Must have valid California Driver's License and transportation to sites

Direction of Others:
Property Supervisors, some portion of Property Managers in portfolio


Salary Range:
,

$110,000 - $120,000 annually


Benefits and Other Information:

EBALDCoffers excellent benefit.

EBALDCpays up to 100% of employee premiums and 60% of dependent premiums for Medical, Dental, Vision, LTD and Life, EAP, Paid Time Off, CA Paid Sick Leave, Holidays and Wellness Days off for all eligible employees.

All candidates will be subject to a background check as a condition of employment

Please NO PHONE CALLS


EBALDCis an EOE Employer
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