Job Details

Assistant Property Manager

East Bay Asian Local Development Corporation (EBALDC) is seeking (3) regular full time Assistant Property Managers in Oakland, CA Sites:

Hismen Hin?Nu Terrace

Phoenix

San Pablo Hotel

Summary:

The Assistant Property Manager assists the Property Manager in ensuring the physical, fiscal and social soundness of a property, operating the property in accordance with appropriate lender, tax credit, US Department of Housing & Urban Development (HUD), state or local governmental entities requirements and EBALDC's internal guidelines. The duties of the Assistant Property Manager is identical to the Property Manager and assumes the latter's responsibilities in his/her absence or as directed by his/her Property Supervisor or Director of Associate Director/Property Management.

Key Duties and Responsibilities:

Renting Activities:

• Responds to inquiries from applicants
• Shows vacant units to prospective tenants
• Maintains a waiting list, markets units, and screens applicants for vacancies according to appropriate guidelines
• Verifies all income, assets, household characteristics, and circumstances that affect eligibility
• Complies with regulations regarding income certifications and other documentation
• Prepares and processes leases, security deposit agreements, unit inspections, and forms for incoming residents
• Ascertains basic resident information to solve routine problems or determine a course of action in case of emergency
• Conducts pre-occupancy orientation for new residents
• Completes move-in and move-out procedures
• Processes evictions with assistance from Property Manager

Rent Collection:

• Collects security deposits and rents when due
• Issues receipts for monies collected
• Collects late rents and late rent charges
• Issues approved rent increases annually
• Inputs all transactions in Yardi
• Negotiates payment schedules for overdue rent with prior approval of the Property Manager and Property Supervisor
• Serves three-day notices when necessary

Property Maintenance & Security:

• Ensures the property is maintained and repaired according to standards which, in EBALDC's business judgment, are to the long-term benefit of the property
• Purchases supplies, equipment and services as are necessary for operations, maintenance and repairs
• Processes and prioritizes maintenance request orders, including basic maintenance tasks to be completed by on-site staff and maintenance problems beyond their capabilities
• Arranges for inspections and repairs of all vacant units
• Maintains preventive maintenance schedules for the equipment and the building
• Maintains information about basic structural data, including the location of fire equipment, water main, sprinkler shutoff valve, gas main, fuse box or circuit breaker, and heat controls
• Performs a daily inspection of the property, both on the interior and the exterior, to inspect for age and any problems in maintenance, security, or safety
• Performs annual inspections of each unit for needed repairs
• Performs building inspections to ensure that the common areas are properly utilized, orderly, and secure
• Maintains a sanitary and pest-free living environment

Administration:

• Maintains regular office hours and assumes primary responsibility for tenant-management relations
• Enforces lease agreements and house rules
• Provides emergency on-call coverage
• Assists residents to develop an awareness of available community services for counseling, education, recreation and health services
• Assists Property Manager in developing specifications and obtaining bids from vendors/contractors to ensure quality work at reasonable costs
• Monitors and supervises contracted services and vendors
• Assists Property Manager in determining and administering capital improvements and replacement program
• Assists Property Manager in preparing and monitoring annual operating budgets

Recordkeeping & Reporting:

• Maintains a record of financial transactions with tenants in Yardi
• Maintains adequate accounting records, including records for rents and miscellaneous income, records for expenses, and petty cash
• Assists the Property Manager in preparing a weekly written report provided to the Property Supervisor summarizing the building operations of the prior week, which should consist of the following: a summary of the week's move-ins, move-outs, rents past due, and actions taken; copies of any incident reports written or correspondence to residents; and other items as needed
• Assists the Property Manager with preparing a monthly building report which should include aged delinquency, vacancy, and other pertinent information
• Assists in preparing all non-financial lenders reports with assistance from Property Manager

Other Duties:

• Provides immediate emergency services for the welfare and safety of the tenants
• Meets with tenants for organizational, functional, informational, and relational purposes
• Escorts authorized inspection personnel and visitors through the building when necessary
• Performs other appropriate duties as assigned
• Is available to tenants during EBALDC business hours
• Is available for reception of repair persons and authorized inspection personnel
• Relates to tenants' needs and communicates support services (e.g., electrician, plumber, maintenance person)
• Maintains an office on the premises in a business-like fashion
• Participates in department, EBALDC and other staff meetings and activities
• Assists in providing interim Management and Administration coverage for throughout organizational portfolio, as needed and directed when projects arise.

Required Knowledge, Skills & Abilities:

• High School Diploma and/or General Education Degree
• Sound judgment
• Ability to work with a wide variety of personalities and deal with them in an effective manner
• Basic bookkeeping knowledge
• Computer literate in Microsoft Word and Excel
• Skills in problem solving with staff and residents
• Good written and verbal communication skills
• Ability to interact with a wide variety of people - personnel, residents, local agencies, contractors and owner
• Ability to take initiative and think independently
• Two or more years of Property Management experience, especially in tax credit or other subsidized housing
• Experience certifying tenant incomes to meet Section 8 and HUD regulations
• Knowledge of low income housing tax credit regulations
• Background related to tenant population of building complex (i.e., handicapped, elderly, homeless) preferred
• Bilingual in Chinese/ Spanish (ability to read, speak and write) is preferred
• Experience with Yardi, preferred
• Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements
• Exercises common sense, good judgement, consistency and self-control in day-to-day contact with residents and in other business-related matters
• Demonstrates company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers

Physical Demands:

• Approximately 40% of the job is done sitting, 30% standing and 30% walking
• Frequently walks, stoops, bends, squats (to retrieve files or pick up debris); climbs stairs, walks on uneven ground, lifts items less than 15 pounds, and reaches at, below, or above shoulder level
• Frequent face-to-face interactions with residents/staff/visitors and must speak clearly and articulate with extreme accuracy to give directions, talk on the phone, etc.
• Occasionally may lift items 16-50 pounds, push items 20 pounds, climb ladders, kneel, twist, or grasp/pull/carry/push equipment such as janitorial carts, vacuums, brooms, or mops. Must occasionally withstand heights up to the number of stories in the building
• Must be able to independently get to all areas of the property (including roof)