Property Operations Specialist - San Francisco & Peninsula

JOB_DESCRIPTION.SHARE.HTMLCAROUSEL_PARAGRAPHJOB_DESCRIPTION.SHARE.HTMLSan Francisco, CaliforniaOther6730mail_outlineGet future jobs matching this searchorOverviewJob DescriptionCompany SummaryThe John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.Summary Of The PositionThe Property Operations Specialist role was developed to provide training and support to our on-site property management teams. This person will be responsible for working closely with the Senior Regional / Operations Manager to develop best practice policies and procedures around operations and management, providing specialized training to staff, assisting with lease ups, and helping define clear workflow between site staff, Compliance and Service teams. During staff shortages, the Operations Specialist may be called upon to assist or act as the Interim Property Manager at properties. This person will rove, working primarily from the properties that we manage. Assigned location will be dependent upon priority of need.Must relate well to people, exercise good judgment and independent discretion in dealing with residents, visitors, vendors, service providers and staff.ResponsibilitiesPRIMARY JOB FUNCTIONSOnboarding & Staff TrainingOnboards and trains new property staff in line with developed policies and proceduresHelps implement and train staff on various workflow processes specific to properties:Coordination with Services and resident referralsVacancy reporting for Universal Application Process Incident reporting, security protocol and management of surveillanceHow to track and prepare files for legalHelps develop and distribute property specific policesCoordinates periodic trainings for staffWorks with Senior Regional/Operations Manager and housing partners to help streamline processes and ensure an efficient workflow around housing applicant referrals and coordination with Service teamsDevelops and maintains a solid understanding of all site level systems; Boston Post, Nexus, Dayforce, in order to help support property staffDevelops an understanding of Housing First principles and practicesBuilds trust and rapport with site staff through ongoing support and collaborationMay be asked to support in specific areas of operations, such as processing payables, rents, subsidy and deposits, establishing new service, new vendor set up, etc.Leasing SupportHelp maintain applicant tracking logs for weekly reporting on leasing statusAttends regular coordination meetings with ownership and agenciesHelp schedule and conduct intake interviews and lease signingsConduct file reviews to help ensure that move-in certification and lease documents are complete and ready for submission to InvestorCoordination with Compliance team to ensure timely processing of all housing referrals and unit selectionsHelping develop marketing plan and materials that considers all federal, state, local and regulatory requirements. Reads and understands the regulatory requirements for the property to ensure that all move-ins are compliantEnsures unit tours and applicant interviews, which include verifying potential resident income, are conducted in accordance with JSCo’s and/or ownership’s Resident Selection Policy, and program requirementResident ManagementMay be asked to attend and participate in professional activities, meetings, organizations, regulatory agency meetings or inspections.Maintains amiable relationships with all residents, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.Works in partnership with property staff and outside agencies to provide services to residents.Administration and ComplianceWhen acting as Interim Property Manager, manages the day-to-day administration of the property, including supervising staff and handling resident complaints, grievances, inquiries, and concerns in a courteous and professional manner. Maintains emergency plan to respond promptly to site emergencies and ensures an incident report is completed and communicated to Regional Manager within 24 hours of emergency.Ensures that all property staff adheres to the JSCo and/or the owner’s policies and procedures.Ensures that rents and other monies are properly collected; ensures that all transactions are processed and inputted accurately and completely in MRI; and ensures regular deposits of all monies collected are completed. Reviews all delinquent accounts and resident receivables and determines necessary course of action to collect outstanding balances in consultation with the Regional Manager as necessary. Manages resident evictions in compliance with court order and directions from JSCo’s legal counsel or Regional Manager, as necessary.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 property rules and regulations, lease and lease addenda and documents and documents all violations. Helps oversee the processing, completion, and maintenance of accurate resident files at move-in and at each recertification within established regulatory guidelines.Helps ensure compliance with all regulatory requirements, which includes ensuring that all rules and regulations required by federal, state and local jurisdictions are followed, and preparation and submittal of reports in an accurate and timely manner. Confers with RM as needed to solve problems. Helps ensure adherence to all accounting and reporting procedures required by JSCo and/or ownership.Coordinates with Service team(s) around resident referrals and outstanding rents.Supervision of Personnel (only in capacity of Interim Property Manager)Works in conjunction with Regional Manager to identify necessary areas of training for other property staff.Conducts monthly staff meetings (including Safety Meetings) to ensure staff are current on JSCo and/or ownership policies, upcoming projects, etc.Coaches, trains (including developing the content) and manages staff performance while acting in the capacity of an interim Property Manager.Handle employee complaints and grievances.Sets schedule for staff which can include delegating emergency tasks to on-call staff.Reviews and approves employee timesheets to ensure accurate timekeeping and pay practices.Implements, enforces and helps develop JSCo safety program. Ensures all staff adheres to fair housing laws.Develops and maintains good staff working relationships, provides leadership, encourages teamwork and cooperation among the staff.Ensures that employees of outside agencies (such as security companies) are performing their duties correctly. If duties are not being performed correctly, work with outside agencies to correct the problem.Maintenance (only in capacity of Interim Property Manager)Supervises maintenance and janitorial staff, including any vendor or temporary personnel working at the property and ensures completion and quality of product or services provided. Supervises the scheduling of routine and preventive maintenance and janitorial work and ensures regular follow up inspections on maintenance and janitorial work.Oversees upkeep and maintenance of property.Ensures timely completion of work orders and turnover of vacant units. Ensures that vacant units are inspected regularly and in good condition for show.Ensures the common areas, landscaping, etc. are in good condition. Supervises staff to address any issues with these areas.Determines a schedule for personnel to be available for emergency maintenance.Balances maintenance priorities to ensure available capital resources are effectively utilized and that budgets are followed.Ensures annual or more frequent inspections of units occur, and manages follow up with housekeeping letters, preparation of work orders and maintenance charge-backs to residents.Ensures the update and completion of all safety related inspections and reports. Provides for the safety and security of the employees or property as the PM deems necessary.Ensures adherence to all safety and maintenance requirements of ownership or JSCo.Other Job Functions May IncludeReviews and analyzes the property’s monthly income, expense statement and rent roll and reports any areas considered a problem to the Regional Manager and/or ownership. Bids out and selects contract services, independently negotiates vendor service agreements and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement. Works in conjunction with the Regional Manager as necessary.Addresses any unique requirements of ownership and ensure that staff implement any such requests.Serves as a liaison to all applicable regulatory agenciesQualificationsMINIMUM QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each primary job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Skills & KnowledgeProblem Sensitivity/ Deductive Reasoning — Discovery or anticipate problems and use independent judgment and decision making to solve any problems. Apply logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems considering the relative costs and benefits of potential actions to independently choose the most appropriate one. Policies and Regulations — Knowledge of company policies, federal, state and local laws, government regulations and agency rules that pertain to properties managed, and ability to apply these policies, laws, regulations and rules to daily management of property.Management of Personnel Resources — Identifying the best people for the job and hiring, motivating, developing and directing people as they work.Written Comprehension and Expression — Ability to read, understand and effectively communicate information and ideas in writing. Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally. Mathematical Skills —Ability to read and understand financial statements and a willingness to learn to prepare annual budgets. ExperienceDemonstrated ability to handle a large number of projects at once and shifting priorities in a fast-paced environment.At least two years’ experience in personnel supervision, training, and evaluation.Demonstrated knowledge on Microsoft Office programs such as WORD, EXCEL, and OUTLOOK are essential. Boston Post software knowledge a plus.Working Conditions/ Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical Environment/ RequirementsThis position deals with interfacing with third parties such as residents and clients on a regular basis with contact in various forms such as in person, phone and email.It is sometimes necessary to deal with unpleasant or angry people with the need to quickly and independently problem solve difficult situations.The location of this position changes frequently from indoors to outdoors as site visits are necessary. However, extreme environmental conditions do not exist. Must be able to independently get to all areas of the property (including roof); detect foreign/unpleasant odors while surveying buildings, such as a natural gas leak.Must be able to work, multi-task, and/or delegate in a fast-paced environment with regular interruptions.May be exposed to loud noises during emergencies; bloodborne pathogens or other bodily fluids/excretions; and hazardous materials such as paints, cleaners, or other janitorial/maintenance materials. Occasionally may lift items 16-30 pounds, push items 20 pounds, climb ladders, sit, stand, kneel, twist, or grasp/pull/carry/push equipment and walk on uneven ground. Must occasionally withstand heights up to the number of stories in the building. Must be able to travel independently to various locations (e.g., off-site meetings, other properties, trainings, etc.) on a regular basis in the most time efficient method possible, usually by personal automobile.