CCSWW

  • Operations Manager

    Job Locations US-WA-Seattle
    Posted Date 1 week ago(1/8/2019 2:57 PM)
    Job ID
    2019-3504
    # of Openings
    1
    Category
    Management
    Min
    USD $55,000.00/Yr.
  • Overview

    Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home.  Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington.   We provide supportive services for people who have experienced homelessness, low-income seniors, farm worker families, and those who have special physical and mental needs.

     

    CHS is experiencing growth and changes in the property management program. Policies are being developed to support sustainable property operations. Processes in support of the policies are being implemented across the organization.

     

    POSITION DESCRIPTION

     

    The Operations Administrator will be a key support position to the VP of Agency Operations and the Director of Property Management.

     

    Areas of responsibility include policy development for property operations, training assistance for policy implementation, tracking implementation and data related to policy and performance, facilitating meetings and scheduling of activities related to operations, stewarding facilities and operations functions through processes and advocacy related to communities of concern and in relation to operations in areas served by CHS.

     

     

    Responsibilities

    MAJOR DUTIES AND RESPONSIBILITIES:

     

    OPERATIONS

    • Provide administrative and system support to the Director of Property Management (DPM)
    • Provide administrative support to the VP and Agency Director in managing emails, schedule and tasks.
    • Conduct community efforts to promote affordable housing which build relationships with local neighborhood and community representatives to further common goals. Network with other service agencies to ensure continuum of care for residents.
    • Develop and safe keep a workplace that values and supports a culturally and ethnically diverse work environment.
    • Manage operating contracts’ workflow from review to final execution in compliance with policies, procedures and CHS’ Management Protocol
    • Participate in identifying and troubleshooting bottlenecks that may exist in workflows to achieve effective and efficient operations
    • Steward contracts and purchasing for major projects through procurement
    • Monitor property operations key performance indicators across the portfolio and alert DPM of deficiencies.
    • Track all legal correspondences and communications in regard to Fair housing, management protocol, responding to WSHFC deficiencies; working with property management in responses 

    TRAINING AND SUPPORT

    • Work with DPM to develop monthly webinars based on new policies or areas of concern for training
    • Provide support to site staff to navigate new and existing processes
    • Assist with regular All manager/team meeting planning
    • Create and Implement Surveys/training plans for staff satisfaction and support;  Quality Control through tracking complaints, quality surveys and monitoring of data
    • Network with other service agencies to ensure continuum of care for residents.

     PROPERTY MANAGEMENT AND COMPLIANCE

    • Maintain database to track and monitor all contracts for facilities, laundry, vending,  and subsidy
    • Provide DPM with insight and advice on issues related to property operations monitoring
    • Maintain a master calendar of all property management trainings opportunities and communicate out to the property management team
    • Track unit turnover and unit service for timeliness of completion and quality assurance, monitoring workflow where issues may occur
    • Fair Housing complaint process tracking from intake to closure
    • Monitor and track Job postings and job description updates
    • Crisis response plans for CHS and assist site implementation; Ensure that each property has an emergency preparedness plan and safety protocols.
    • Assist in creating and implementing Third party management set up processes, contracting, staff on-boarding and procedures
    • Maintain records of meeting notes (PMT, Cabinet, Trainings) as directed by DPM
    • Monitor annual apartment inspections for each property to ensure they have been completed and documented. Coordinate with compliance and the site to ensure pre-inspection of each unit prior to funder inspections.

    POLICY DEVELOPMENT

    • Assist DPM in development of policy related to property sustainability. Work through editing for clarity and participate on facilitating focus groups in drafting policies.
    • Monitor financial narratives for the properties/program for completeness and accuracy.  Document and discuss with DPM negative trends.
    • Work with DPM and Facilities on creating Energy benchmarking and performance improvement plans
    • Work with DPM to provide Property Management staff adequate training to monitor and control expenses within the constraints of the annual budgets. 
    • Work with property managers to ensure timely requests for withdrawals from replacement reserves for eligible costs.
    • Work with Asset Management to negotiate rent increases, or contract increases with funders and monitoring agencies.

    OTHER

    • Maintain regular, scheduled office hours.
    • Develop and maintain partnerships with organizations or agencies to support low-income housing.
    • Perform other duties as assigned.

    Qualifications

    MINIMUM QUALIFICATIONS: (Qualifications applicants must possess to be considered for the position.)

    • Minimum of three years of non-profit management experience in affordable housing with regulatory restrictions or rent subsidies.
    • Ability to communicate effectively both orally and in writing.
    • Highly organized, able to manage multiple priorities and time.
    • Experience working with ethnically and economically diverse people.
    • Proficiency with computers (especially Office 365), and ability to learn property management software.
    • Requires current driver’s license, auto insurance, or access to reliable transportation to be able to visit sites occasionally and in case of emergencies. (Mileage reimbursement provided)
    • Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.
    • Knowledge of and commitment to the principles of best practices in affordable housing.

    PREFERRED QUALIFICATIONS:

    • Experience in elderly, special needs and/or multi-family property management.
    • Experience in housing with resident support services provided on site.

     

    Please let us know if you need special accommodations to apply or interview for this position. Note to Internal Candidates: HR reviews internal compensation and determines increase based on their experience and also agency internal equity factors.

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