The Property Manager supports the mission of the SELF+ Cooperative Permanent Supportive Housing (PSH) project by providing quality management of the PSH sites for formerly chronically homeless individuals and families. This includes funder compliance, coordination with and supervision of supportive services staff (4), adhere to Housing First principles, supervision of maintenance, efficient budget management, applicant screening, efficient vacancy preparation, maintaining high occupancy rates, rent collections, evictions, vendors and community partner relations. The Property Manager provides excellent customer service to tenants, co-workers, vendors and community partners.
The SELF + Cooperative Property Manager will work with a team of Housing Support Coaches to provide single adults, Community College of Philadelphia students who have aged out of foster care and families living in SELF, Inc. Permanent Supportive Housing (PSH) with supportive services such as individual coaching, connecting them with mainstream benefits, teaching life and social skills to maintain long term housing stability, assisting residents with applying for disability benefits if necessary, financial literacy/budgeting and daily living skills. The position will play a vital role in engaging residents through a person centered, trauma informed and harm reduction approach.
Objective A – Property Management
1. Collect rents and maintain computer records according to the Housing Authority’s procedures and funding requirements. Monitor expenses to ensure spending is within guidelines
4. Prepare and monitor site budget and financial statements.
5. Post charges associated with work order, late charges, etc. by entering them in computer and generating notices for residents. Follow-up delinquent accounts and pursue collections in accordance with established procedures.
9. Maintain tenant files and related documentation regarding continuing eligibility and adjustments.
10. Certify potential tenants, conduct briefing and orientation sessions to prospective tenants and market units to applicants to ensure occupancy in a timely manner.
12. Show vacant apartments utilizing professional marketing procedures and maintain a high level of continued occupancy by leasing property in a timely manner. Complete rental agreements.
13. Verify eligibility according to property requirements, which may include interviews, checking references and other information on resident applications through Housing Authority’s approved credit and criminal investigative service.
15. Complete move-in and move-out reports, and send move in and move out packages to Property Accountant for permanent filing and disbursement of security deposits.
16. Address resident concerns in a timely, professional manner. Counsel residents who are not complying with the terms of the lease, and concerning delinquent payments.
18. Send/post all notices regarding compliance to rules and regulations when a violation occurs. Recommend eviction if resident behavior warrants, and prepare related documentation to support recommendation.
19. Issue purchase order numbers, track purchases from order through invoice.
10. Process invoices for correctness, accuracy, and proper coding.
Objective B – Supervising Personnel
1. Participate in pre-employment interviews and make hiring recommendations.
2. Supervise and train staff in compliance with organizational policies and procedures. Work with management to address performance issues in an open, direct and timely manner to assure staff are meeting performance expectations.
3. Interpret and apply personnel policies, departmental policies, and other relevant policies and procedures.
4. Review time and leave reports for assigned staff and train or assist in training other site personnel.
5. Prepare and review performance appraisals and discuss with subordinates as appropriate.
6. Recommend disciplinary action, as needed.
7. Assist and coordinate functions to assure a safe and productive work environment.
Objective C – General Repair and Maintenance Including Grounds Maintenance
1. Oversee and communicate maintenance needs of the buildings, grounds, sites, trash container areas and community space with the Philadelphia Housing Authority (and SELF, Inc. Maintenance Department) to assure they are clean, inviting and safe and not allowing any trash or debris to accumulate. Keep and maintain relevant records.
2. Be sure all vacant apartments are cleaned immediately and made ready for showing and occupancy within three days after move out. Keep and maintain relevant records
3. Log all resident complaints and dispatch maintenance personnel promptly. Items covered under warranties should be reported to the appropriate maintenance companies and followed up for prompt repairs.
4. Generate work orders in response to requests for repairs from residents, coordinate completion of repairs, and close out work orders in accordance with established procedures.
5. Conduct property inspections, including move-in, housekeeping, and grounds in order to assure adherence to established standards.
6. Be available at all times either personally, or through other site personnel, for emergency calls.
Objective D – Tenant Relations
1. Refer residents with special problems, such as economic, social, legal, health, etc. to supportive services staff or agencies that provide assistance.
2. Regularly meet with Supportive Services Coordinator to address issues and promote retention, assist with resident activities, address specific problems, plan meetings, or support activities as appropriate.
3. Resolve conflict and complaints among residents, if possible, in order to avoid grievances.
4. Assure all residents are treated in a fair and consistent manner.
5. Participate in hearings and appeals, and prepare and submit incident reports, as needed.
6. Visit tenant sites as needed.
Knowledge, Skills and Abilities
• Housing Authority policies and procedures, particularly as they pertain to property management.
• Laws and standards that apply to property management, such as Fair Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building codes.
• Basic knowledge of building maintenance, fire prevention and liability reduction principles.
• Basic office practices, procedures, and equipment.
• Operation of the Housing Authority’s computer system and software.
• The agencies that provide assistance and services to residents, including some knowledge of eligibility requirements.
• Basic English in order to communicate verbally and in writing.
• Mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments.
• Maintain required records such as tenant files, vacancy reports, etc.
• Read and interpret policies and guidelines in order to make sound decisions.
• Write and speak professionally
• Work cooperatively with other agency staff and community officials.
• Work independently with minimal supervision.
• Present a professional and positive attitude to residents, staff and other organizations.
Education and Qualifications
• BA/BS degree with demonstrated experience in working with mental illness, addiction, and dual diagnosis. Preferably with the homeless population.
• Property Management Certification a plus.
• Four years full-time related experience, including property management, low-income tax credits, rent collections, leasing of units, execution of lease, knowledge of public housing programs, and the ability to work with low-income individuals.
• Experience in providing direct services to individuals and acting as a strong advocate for underserved populations. Experience in a residential setting is strongly preferred.
• Strong computer literacy in data entry, internet research, Microsoft Office, etc.
• Knowledge of Philadelphia behavioral health, substance use/abuse, and affordable/assisted housing programs, services, and resources.
• Knowledge in crisis intervention, conflict resolution, group facilitation and advising required.
• Coaching and/or case management experience preferred.
• Demonstrated ability to work effectively as a team member.
• Must possess strong verbal and written communication skills.
• Valid Pennsylvania driver’s license is preferred. Criminal background.