CCSWW

Regional Director of Property Operations

Job Locations US-WA-Centralia
Posted Date 2 months ago(8/4/2020 2:20 PM)
Job ID
2020-4834
# of Openings
1
Category
Management

Overview

The Regional Director of Property Operations (RDPO) is accountable for overseeing and ensuring the quality of our housing and the financial sustainability of a portfolio of affordable housing developments as designated by the Agency Director. The RDPO oversees housing operations, supervises housing management and maintenance staff, and is accountable for financial and key performance indicators of the assigned portfolio; and works closely with other departments or community agencies that provide supportive services to residents.

 

The Management Staff consists of an Area Director of Property Operations (ADPO), Property Managers, Assistant Managers and Maintenance Staff.  The ADPO and Managers at each site oversee the property management activities on site, and coordinate with the maintenance team for service to their buildings.  The RDPO will directly supervise the ADPO and Managers and oversee all aspects of the housing operations of this group of buildings, ensuring high quality housing promoting housing stability, sound financial management, compliance with funder requirements, and long-term planning for building maintenance to ensure residents are well served by these buildings for many years to come. Additionally the RDPO will participate in advocacy activities and represent the agency to the government and community organizations that work to serve the poor and vulnerable.    

 

The SW Farmworker portfolio has 7 properties – 3 located in Centralia that provide 171 units, 1 located in Kelso with 26 units and 3 located in Woodland with two sharing the campus at 77 units and the other within a mile distance providing 51 units.

 

These properties are operating in support of economic development initiatives focused on the Farmworker community in Western Washington. Catholic Community Services and Catholic Housing Services have implemented initiatives that focus on what we call “Communities of Concern.” They are the poor and low-wage earners in the Black, urban Native American and Latino/Chicano communities. In these initiatives, we focus on creating community economic opportunities through the development of affordable housing, transformative services and the authentic promotion of asset acquisition.  The person in this role will be responsible for expanding this initiative specifically in the southwest region of Western Washington through new housing development and creating partnerships that provide resources and stability for the families and the properties.  The person in this position will need to be bilingual in Spanish and English, familiar with the region and specifically knowledgeable of the farmworker community. The ADPO will work directly within the portfolio region on a daily basis with some travel to Tacoma and Seattle. 

 

Position is F/T, 37.5 hours per week.

 

Salary DOE, with excellent benefits and generous paid leave.

 

Responsibilities

 

SUPERVISION AND LEADERSHIP:

  1. Provide leadership to staff in the areas of property management and compliance as well as in the area of supporting and promoting the mission of the agency and advocacy in the community.
  2. Select, supervise, train and evaluate the on-site Property manager of each property.
  3. Support the professional growth and development of staff supervised.
  4. Create a positive company culture for staff growth and retention.
  5. Respond to tenant complaints and issues promptly and seek resolution at the lowest level possible.
  6. Promote training and support for employees, and facilitate regular staff meetings.
  7. Assist in the promotion of “community” within CHS buildings by working closely with service staff.
  8. Provide leadership and vision for how CHS can best serve residents through affordable housing best practices and seek opportunities for ongoing program development.
  9. In collaboration with CCS, represent the agency in local government and community efforts to end homelessness and/or address other housing stability barriers. Participate in advocacy efforts around these initiatives.
  10. Promote and develop on-going training and support around best practices in affordable housing and special initiatives. Ensure attendance at all CCS/CHS mandatory trainings for site employees.
  11. Build relationships with local neighborhood and community representatives to further common goals.
  12. Develop and safe-keep a workplace which values and supports a culturally and ethnically diverse work environment. 

PROPERTY OPERATIONS MONITORING:

  1. Monitor occupancy standards by review of unit turns, including efficient scheduling and use of vendors. Monitor leasing of vacant units and marketing efforts for each property, including unit turnover maintenance and coordinating with referral agencies for tenant qualification and move-in.
  2. Monitor property operations through the use of property management software including tenant ledgers, cash receipts, transactions, delinquencies, move-ins, move-outs, month-end reports, service requests and income certifications.
  3. Eviction Prevention: Residents in affordable housing often have housing stability challenges due to economics, systematic racism, and disproportionate access to services and employment. The RDPO works with the staff team at each building to keep residents in housing.  This can include individual conversations with residents, issuing legal notices, and other creative strategies to keep residents in housing.  The RDPO should agree we have exhausted all possible alternatives when we are moving toward evicting a resident.
  4. Meet with ADPO, Managers and Maintenance staff regularly to provide support in serving families, while also monitoring that the program is on track fiscally, in compliance with all contract obligations, and that the facility is kept in good repair.

DEVELOP SERVICES:  This position will be responsible for developing services to support the families that live in our buildings based on their needs such as advocacy, interpreter services, employment resources and partnerships, immigration services, access to rent assistance and basic needs, and other emergency services including domestic violence.

  1. Work collaboratively with local Supportive Services providers to form key partnership and to enact policies and procedures that ensure the highest quality provision of housing for residents.
  2. Addressing Emergency Situations: The RDPO is often called on by Property Managers when there is a significant incident at a program.  The RDPO must demonstrate sound judgement when responding to new, challenging situations, and bring leadership to responding to situations that are not always clearly defined by policies and procedures.
  3. Community: Catholic Housing Services value promoting community in our building, so residents truly have a place to call home.  The RDPO provides leadership with staff to ensure our buildings are a comfortable home for all residents. 

FISCAL MANAGEMENT:

  1. Assure that annual budgets for property operations are prepared for each property in accordance with the CHS budget process.
  2. Monitor and control expenses within the constraints of the annual budget including monitoring monthly financial statements and reviewing variances with appropriate Property Accountant and Site Manager. Also ensure programs submit timely billings, reports, write off bad debt, and process invoices promptly to ensure financial stability.
  3. Monitor collection of rent and other monies, review bank deposits; review delinquencies to ensure profitability for each property.
  4. Monitor replacement reserve accounts for each property. Work with Program Directors to ensure timely requests for withdrawals.
  5. Assist accounting staff with annual audits as needed.
  6. Negotiate rent increases with funders and monitoring agencies.

BUILDING SAFETY AND SECURITY:

  1. Monitor and follow up on incident reports related to safety issues for tenants or staff; enforce workplace safety policies. Ensure staff is trained in safety and risk management issues, including knowing the procedures to manage resident or site emergencies.
  2. Collaborate with the Facilities Director to identify maintenance issues and capital needs that affect building security and safety; coordinate response to identified needs.
  3. Monitor and continue development of CHS’s emergency preparedness program, including emergency response plans for each building in the event of earthquakes, fires, and extreme weather events. Ensure each property has an emergency evacuation plan.

FACILITIES MANAGEMENT:

  1. Perform site visit of each property at least once per month, once stabilized.
  2. Review/plan long-term maintenance programs for each property including building systems and other components, building envelope, etc. with funder(s), the Property Manager, and the Facilities Director to ensure structural integrity.
  3. Monitor and track unit turnover and unit service for timeliness and positive property conditions.
  4. Monitor annual apartment inspections for each property to ensure they have been completed and documented.
  5. Negotiate service contracts with vendors i.e. landscape contract, pest control contract, etc.
  6. Follow the Procurement procedures for vendor management and purchasing.
  7. Work with Commercial Tenants as needed on lease or building issues.
  8. Respond to after-hour emergencies that may require management oversight.

NEW PROGRAM DEVELOPMENT:                                                                         

  1. In conjunction with other appropriate staff during the development process ensure the program, staffing and facilities designs meet needs of the population to be served.
  2. Develop operations budget for new projects as needed.
  3. Hire on-site staff in preparation of opening a new project.
  4. Write the management plan for new project.
  5. In coordination with compliance specialists ensure the lease up meets all compliance requirements and timelines.

COMPLIANCE:                                                                             

  1. Work with the compliance specialist to ensure each property staff is fully trained in the specific compliance requirements of the properties.
  2. Supervises staff to ensure timely income certifications.
  3. Follow up with the compliance specialists to ensure properties are meeting set-aside requirements as required by each funder.
  4. Coordinate with the compliance specialists and appropriate site staff to ensure reports to all funders are completed accurately and within set deadlines.
  5. Monitor properties to ensure they are in compliance with Fair Housing and Landlord Tenant laws.
  6. Assist accounting staff with annual audits.
  7. Represent management at all Funder inspections for sites under supervision

OTHER:

  1. Represent ownership for asset managers of funders such as Tax Credit investors, public and private lenders.
  2. Develop and maintain partnerships with organizations or agencies to support low-income housing.

Qualifications

 

MINIMUM:

  1. Minimum of five years of property management experience in affordable housing managing several sites and a team of staff members with regulatory restrictions or rent subsidies, including familiarity tax credit financed properties.
  2. Ability to communicate effectively both orally and in writing.
  3. Must speak fluent Spanish and English.
  4. Strong supervisory skills: hiring, coaching, training and evaluating.
  5. Experience working with ethnically and economically diverse people.
  6. Proficiency with computers (especially Windows and MS Office, Excel, Boston Post, MRI), and ability to learn property management software.
  7. Requires current driver’s license, auto insurance, and access to reliable transportation to be able to visit sites regularly and in case of emergencies. (Mileage reimbursement is provided.)
  8. Successful completion of Certified Occupancy Specialist within one year of hire.
  9. Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.
  10. Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
  11. Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
  12. Criminal History Background Checks are required prior to employment.

PREFERRED:

  1. Experience working with low income adults.
  2. Minimum of three years working with special initiatives.
  3. Experience in development of multi-family property management.
  4. Experience in housing with resident support services provided on site.

SUBSTITUTE QUALIFICATIONS:

  1. Five years or more experience in Property Management, Asset Management or equivalent management experience (may substitute for affordable Housing Management experience).

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