Community Manager I & Night Manager - Quail Run II San Leandro

Company: Eden Housing
Location: San Leandro
Posted on: May 27, 2023

Job Description:

POSITION SUMMARY

Under the direction of the Property Supervisor and or Sr. CM, the Community Manager is responsible for the overall operation of the property, and the day to day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained building withinestablished management operating and fiscal policies and assuring compliance with all regulatory agencies and investors. This includes developing within the project a supportive environment for all residents, assuring the project's sound fiscal management, maintaining an acceptable occupancy level, maintaining a clean, well-maintained building and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and if applicable, working with a Board of Directors.

The Community Manager must relate well to people, must exercise good judgment and discretion in dealing with residents, visitors, vendors, and staff. The Community Manager is required to provide leadership in developing a community and in directing the staff. The Community Manager is expected to facilitate a staff that functions as a team and is cooperative with each other, the residents, Resident Service Coordinator/Agencies and visitors to the property.

The Community Manager directly supervises one or more employees in accordance with Eden Housing's policies and applicable laws.

Community Managers who live on-site will be responsible for performing all of the duties and responsibilities listed in the attached Night Manager job description that includes responding to all after-hours emergencies or building problems that arise.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Physical Asset and Maintenance/Janitorial Management

• Supervises maintenance and janitorial staff, including any contract or temporary personnel working at the property.
• Establishes a schedule for personnel to be available for emergency maintenance.
• Supervises or performs the scheduling of routine maintenance and janitorial work and completes regular follow up inspections on maintenance and janitorial work.
• Ensures preparation of preventative maintenance checklists by day, week, month or year for maintenance personnel to perform, ensures the completion of tasks on the checklists, and ensures that all work is completed in a timely manner.
• Performs continual informal inspections of the property to ensure that it is being properly maintained, that mechanical devices are in working order, and that the environment is safe and attractive.
• Inspects exterior and interior common areas of the property monthly using approved checklist.
• Performs Bi-Annual or more frequent inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance charge-backs to residents.
• In conjunction with facilities assistant, prepares list of capital replacements required or anticipated, when applicable, and submits to Property Supervisor in advance of budget preparation.
• Prepares inventory of building contents, tools and equipment annually or as requested, and forwards to Property Supervisor for review.
• Bids out and selects contract services, negotiates vendor service agreements and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement under the supervision of the Property Supervisor.
• Ensures adherence of the building and its contents to all applicable municipal and fire codes.
• Prepares written recommendations for physical repairs and/or replacements, improvements, supplies, material and equipment to Property Supervisor.
• Ensures adherence to all maintenance requirements of Eden Housing. Marketing and Leasing
  • Maintains full occupancy.
  • Reviews all completed rental applications and leases for accuracy and completeness, and for conformance to Eden Housing's Resident Selection Policy.
  • Supervises all staff in the turnover of vacant rental units.
  • Conducts applicant interviews, verifies potential resident income, takes deposits and rents in accordance with Eden Housing's Resident Selection Policy.
  • Obtains appropriate documentation and completes certifications.
  • Walks a vacant apartment when completed by maintenance personnel or vendors to ensure they are clean and ready to show.
  • Walks entire property daily to be sure the common areas, landscaping, laundry, etc. are in good condition.
  • Supervises move-in and move-out procedures.
  • Conducts marketing and public relations tours during office hours or by appointment, as appropriate.
  • Prepares weekly Reports, monthly Budget Variance Reports, Management Overview Reports, and ensures resident lists are accurate and up-to-date at all times. Resident Management
    • Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the property and as directed by the Property Supervisor to enhance the sense of community at the property and to enhance the public image of the property.
    • Promotes harmonious relations among residents, staff, vendors, and persons of the larger community.
    • Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
    • Develops a sense of community among property residents by maintaining good resident-to-resident relationships, staff-to resident relationships, staff-to-staff relationships, and nurturing positive interactions and activities at the property.
    • Ensures all site staff responds to all resident requests or complaints in a timely, efficient and courteous manner.
    • Receives work order repair requests, schedules repairs with maintenance staff, and follows up to be certain repairs were completed properly and in a timely manner.
    • Manages resident evictions in compliance with court order and directions from Eden Housing's legal counsel or Property Supervisor.
    • Coordinates with Resident Services in order to assist residents with social services needs or problems.
    • Develops and provides support to resident organizations, as needed and as requested by resident organization.
    • Represents the property to local social service agencies and funding sources, as requested by the Property Supervisor. Financial Reporting and Control
      • Ensures the successful day-to-day financial management of the property and maintains all necessary financial records and files in good order.
      • Collects rents and other monies, and ensures that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system using procedures set forth by Eden Housing.
      • On a monthly basis, compares lease information with monthly rent roll to ensure that the property security deposits, rents, move in dates, etc. are accurate.
      • Utilizes purchase orders when making purchases for the property.
      • Maintains compliance within the budget during the fiscal year in order to ensure the fiscal integrity of the project under the direction of the Property Supervisor.
      • Prepares weekly Vacancy and Delinquency Reports and submits them in a timely manner to the Eden Housing office.
      • Completes a Monthly Budget Variance Report and submits it on time.
      • Completes and submits to the Property Supervisor within 24 hours, any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit.
      • Adheres to all accounting and reporting procedures required by Eden Housing. Regulatory Requirements
        • Supervises or completes all resident files at move-in and at each recertification accurately and completely.
        • Supervises or completes timely and accurate income recertification of all residents within established regulatory guidelines.
        • Processes and maintains all resident documents and forms including leases, income certifications and recertifications, etc.
        • Provides reports to Property Supervisor upon request. Administration
          • Adheres to Eden Housing performance standards.
          • Exercises common sense, good judgment, consistency and self-control in day-to-day contact with residents and in other business-related matters.
          • Ensures proper maintenance and storage of property files and records.
          • Ensures that all property staff adhere to all systems, procedures, timelines and formats established by Eden Housing including the filing systems, business correspondence, purchasing procedures, rental collections, recertifications with proper documentation, property maintenance records, personnel procedures required, etc.
          • Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.
          • Communicates all problems and resolves them or makes recommendations to Property Supervisor for resolution. Personnel Management
            • Interviews, hires, trains, evaluates, motivates, disciplines, and terminates all staff under the direction of the Property Supervisor and in accordance with Eden Housing Personnel Policies.
            • Determines appropriate personnel needed to complete maintenance jobs within the capability of the staff and through the use of temporary personnel in consultation with the lead maintenance technician, if applicable, and with approval of the Property Supervisor.
            • Interacts effectively with Resident Services staff in resolving resident issues and concerns.
            • Reviews, approves and submits employee timesheets to Central office based on the posted payroll schedule.
            • Ensures appropriate staff development and/or training, including his/her own.
            • Completes Workers Compensation reports for injured employees according to Eden Housing policies and procedures.
            • Ensures all staff adheres to fair housing laws.
            • Develops and maintains good staff working relationships, provides leadership to inspire the spirit of teamwork, and encourages cooperation among the staff.
            • Ensures staff interacts professionally and respectfully with all residents and with each other. Housing Program
              • Ensures the housing program (services and activities provided by the property) is maintained as directed by governing documents, the Board of Directors, Eden Housing, and/or the regulatory agency. Other Community Management Tasks
                • Provides direct assistance and direction during after-hours emergencies, as needed.
                • Schedules and supervises fire alarm inspections where appropriate and ensures accompanying paperwork is completed.
                • Conducts monthly staff meetings wherein safety is a standing item of information and discussion.
                • Performs other activities or tasks not outlined above as assigned by Property Supervisor to ensure the viable operation of the property. SUPERVISORY RESPONSIBILITIES
                  
                  Directly supervises one or more employees in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems, under the supervision of the Property Supervisor.
                  
                  EDUCATION and/or EXPERIENCE;
                  • or one year managing people, projects, materials and information; or equivalent combination of education and experience. PREFERRED SKILLS and/or ABILITIES
                    • Willingness to learn and troubleshoot preventive plumbing, electrical and landscaping and ongoing maintenance issues and concerns.
                    • Positive attitude, good sense of humor, energetic, assertive, and capable role model for subordinates.
                    • Demonstrated integrity on a professional level.
                    • Excellent communication and customer service skills. Strong attention to detail.
                    • Ability to handle a large number of projects at once and shifting priorities in a fast paced environment. CERTIFICATES, LICENSES, REGISTRATIONS
                      • Valid California Driver's License and insurance required.
                      • ARM certification preferred.
                      • Experience with HUD and/or CTCAC properties preferred LANGUAGE, MATH & REASONING SKILLS
                        
                        Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to read and interpret documents such as safety rules, operating maintenance instructions, and procedure manuals and to write routine reports and correspondence. Ability to speak effectively before groups of residents or staff of the organization. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other staff of the organization. Willingness to learn to prepare annual budgets. Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral or schedule form.
                        
                        PHYSICAL/SENSORY/COGNITIVE DEMANDS
                        
                        The physical/sensory/cognitive demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                        
                        Physical:
                        
                        Vision:
                        
                        Hearing:
                        
                        Smell:
                        • Must be sufficient to detect foreign/unpleasant odors while walking through buildings, such as a natural gas leak. Concentration:
                          • Must be able to concentrate despite constant interruption. Attention span:
                            • Must be able to attend to tasks for more than 60 minutes at a time. Conceptualization:
                              • Must be able to remember verbal/written information for unlimited periods of time. WORK ENVIRONMENT
                                
                                The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
                                
                                QUALIFICATIONS
                                
                                To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                                
                                JOB DESCRIPTION REVISION
                                
                                This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.
                                
                                Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familiar status, national origin, or any other arbitrary basis.
                                
                                Other details
                                • Job Family Property Operations - Site Management
                                • Pay Type Hourly
                                  
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Keywords: Eden Housing, San Leandro , Community Manager I & Night Manager - Quail Run II San Leandro, Executive , San Leandro, California