Job Details

TITLE: Assistant Manager

REPORTS TO: General Manager

DEPARTMENT: Property Management

STATUS: Regular, full-time

FLSA STATUS: Non-Exempt

WAGE RANGE: $25.00 - $28.00/hour

GRANT FUNDED: Yes or No (if yes - when does funding expire?)

UNIONPOSITION: Yes or No

LOCATION: 680 Florida Street, San Francisco CA 94110

SCHEDULE: 100% Onsite; Monday-Friday, 9:00 am-5:30 pm

SUMMARY

The Assistant Manager reports to the General Manager and supports them in managing the property's operations, policies, procedures and programs. The Assistant Manager ensures that the building is well-run and well-maintained, that the occupancy level is acceptable, and that the residents have a supportive environment. The Assistant Manager also oversees the tenant certifications on site, with guidance from the General Manager. The Assistant Manager must work well with the on-site support services staff and must be respectful and professional with residents, visitors, vendors, support services and staff. When the General Manager is not available, the Assistant Manager must provide leadership and direction to the staff.

ESSENTIAL DUTIES

In the absence of the General Manager, the Assistant Manager will:

• Perform supervisory, administrative, and management tasks.
• Aid or conduct new resident lease orientations, certifications, and responsibilities.
• Conduct background checks on applicants and make recommendations for acceptance or rejection for the final approval by General Manager and Compliance.
• Interview prospective residents, show them vacant units, and explain how to use the equipment in the dwelling.
• Manage, Interview, and prepare the Initial and recertification process of tenants' income and family composition.
• Keep and monitor lease and accounting records, accounts receivable/delinquency records, and eviction notices.
• Coordinate maintenance work orders.
• Inspect apartments and grounds for maintenance and repair needs.
• Attend and take part in professional activities, meetings, organizations, regulatory agency meetings or inspections, as needed.
• Submit the required internal and external reports.
• Collaborate and partner with internal and external partners to ensure the property's success.

• Ensuring the office is clean, professional and well-organized.
• Answering telephones courteously and efficiently.
• Sorting, distributing, opening and answering mail daily in the absence of the Desk Clerk
• Responsible for the inventory and order of administrative supplies and equipment as needed.
• Maintaining files, records, rental agreements and other documents in an orderly manner.
• Scheduling maintenance repairs, generating and filing work orders and follow-ups as appropriate.
• Maintaining a businesslike and professional appearance.
• Being always available by cell phone for emergencies as needed for Desk Clerks
• Assisting the General Manager with special projects and administrative tasks.

• Scan checks using the check scanner
• Ensure prompt collection of subsidies and tenant receivables.
• Submits vacancy loss reimbursements.
• Enter payments into Yardi monitor tenant receivables.
• Manage resident evictions and stipulations in compliance with court order as directed by General Manager.

• Notification: Notify tenants in advance that their recertification is due, prior to the effective date.
• Documentation Collection: Collect necessary documentation from tenants, including income and, if applicable, asset information.
• Third-Party Verification: Obtain third-party verification of the tenant's income and other relevant information.
• Tenant Income Certification (TIC): Complete the Tenant Income Certification form with all required tenant information.
• Review Compliance: Review all collected information for compliance with LIHTC and other program rules
• Approval: Submit to the General Manager to approve the recertification if the tenant continues to meet the eligibility criteria.
• Submission: Submit the recertification documentation to the compliance team.
• Record Keeping: Maintain accurate records of all recertification documents and correspondence for future audits and compliance checks.

• Respond to all tenant requests in a prompt and courteous manner.
• Address tenant complaints and incident reports promptly and professionally.
• Build positive and respectful relationships with all tenants.
• Resolve conflicts with competence and empathy.
• Be aware and respectful of the cultural, economic and special needs of tenants.
• Assist in enforcing property rules and regulations, lease and lease addendums, and document and report any violations.

• Recruiting and hiring for vacant desk clerk positions.
• Approving timesheets.
• Preparation of employee performance evaluations and recommendations for discipline or promotions.
• Monitor building expenditures and prepare payables for approval by General Manager

• Experience in serving diverse, low-income, and multi-ethnic communities with respect and empathy.
• Self-motivated and capable of solving problems independently.
• Proficient in verbal and written communication skills.
• Able to handle pressure situations with calmness and professionalism.

• Demonstrated knowledge of Microsoft Office programs such as Word, Excel and Outlook are essential.
• Have skills that show familiarity with the general management of subsidized housing programs.
• 6 month- 1 year Experience in affordable programs completing Income Certifications

• Associate degree, certificate of completion from a trade school and/or one or more years of related experience and/or training or equivalent combination of education and experience.
• Minimum of 1 year of supervisory experience
• Certified HUD, Tax Credit Specialist, Low Income Tax Income (LIHTIC) designations and/or equivalents is a plus.
• Knowledge of Section 8 Housing Assistance Program practices and principles
• Prior experience working in affordable housing, nonprofit residential property management.
• Property Management Software (Yardi, Boston Post, OneSite) knowledge a plus.
• Knowledge and understanding of budget management and facilities issues.
• Knowledge of building systems, property management, and housing quality standards.
• Certification or knowledge of high-rise fire safety guidelines.
• Knowledge and experience with TRACS software (if applying to a HUD building).
• Experience/Familiarity with the Tenderloin Neighborhood.
• Experience in conflict resolution, crisis intervention, resident relations
• Knowledge of substance abuse and homelessness issues.
• Ability in a language other than English (ex. Spanish, Chinese, Tagalog, etc.)