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Eden Housing, Inc. · 1 day ago

Community Manager II & Night Manager - Eden Palms and Edenvale, San Jose

San Jose, CA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Eden Housing, Inc. is seeking a Community Manager II to oversee the operation of a property under the direction of the Property Supervisor. The role involves managing staff, ensuring compliance with policies, maintaining property standards, and fostering a supportive community environment for residents.

Real Estate

Growth Opportunities

Responsibilities

Supervises maintenance and janitorial staff, including any contract or temporary personnel working at the property

Supervises all vendors, contractors, and providers of service to the property, whether paid or volunteer, to ensure completion and quality of product provided

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 completion of required 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 and 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 chargebacks to residents

Ensures all vacant apartment turnover procedures are followed, and that turnovers are accomplished in a timeframe and manner consistent with Eden Housing standards, and the property’s budgetary goals and limitations

Reviews completed and outstanding work orders daily. Ensures the work orders are completed in a timely manner, consistent with Eden policies and procedures

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 completed quarterly safety inspection for the properties as well as other safety related inspections and reports

Ensures adherence to all maintenance requirements of Eden Housing

Maintains full occupancy

Markets units by preparing advertising and marketing programs in compliance with federal, state, local and regulatory requirements. Makes recommendations to improve marketing and leasing programs

Assigns units in the order provided by the Waiting List and according to Eden Housing policy and procedures. Ensures the development and ongoing administration and maintenance of the waiting list is in compliance with federal, state, local, regulatory and Eden Housing requirements

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

Assist Property Supervisor to prepare regular market surveys, as requested

Prepares weekly Reports, monthly Budget Variance Reports, Management Overview Reports, and ensures resident lists are accurate and up to date at all times

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

Convenes and chairs resident meetings in accordance with Eden Housing standards and requirements

Coordinates with Resident Services in order to assist residents with social services needs or problems

Provides a resident comment and evaluation form to each resident annually. Prepares and reviews summary for submission to Property Supervisor. Acts on feedback from resident comment and evaluation form as directed by Property Supervisor

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

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

Supervises or completes daily deposits of all monies collected

Reviews all delinquent accounts and resident receivables and determines necessary course of action to collect outstanding balances in consultation with the Property Supervisor

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

Reviews the property’s monthly income and expense statement and reports any areas considered a problem to Property Supervisor

Provides initial draft of the annual site budget by the deadline given annually by the Property Supervisor

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

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

Ensures compliance with regulatory and/or financial partner requirements, and requests for information to include but not limited to the preparation and submission of reports in an accurate and timely manner

Provides reports to Property Supervisor upon request

Manages the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with residents in a courteous and professional manner; sorting, distributing, opening and answering mail daily; coding invoices daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and that it and the staff are presentable to the public

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 consistent application of property rules and regulations, lease and lease addenda. Documents and reports all violations in the property log

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

Collects, analyzes and reports the statistical data as requested to provide an accurate and current assessment of the property and its needs

Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event. Completes incident reports and forwards to Property Supervisor within 24 hours

Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions

Attends trade association meetings and seminars to keep up to date on trends and changing conditions, as requested and/or required by the Property Supervisor

Communicates all problems and resolves them or makes recommendations to Property Supervisor for resolution

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

Conducts the introductory and annual evaluation of all staff and goals for the staff in accordance with departmental goals and objectives. Recommends promotions, salary adjustments and disciplinary actions

Determines appropriate personnel needed to complete maintenance jobs within the capability of the staff and using 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

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

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

Qualification

Affordable housing managementStaff managementProject managementYardi softwareHUD properties experienceTCS certificationCOS certificationCustomer service skillsSecond languageCommunication skillsAttention to detailPositive attitudeTeam leadershipProblem-solving skills

Required

Two years' experience in affordable housing management to include one year of staff management, maintenance and project management and reporting

Experience with HUD and/or CTCAC properties required

Must obtain TCS and COS certification, as appropriate within 12-months of hire date

Preferred

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

Knowledge of Word and Excel. Yardi software knowledge a plus

Ability to handle a large number of projects at once and shifting priorities in a fast-paced environment

Second language skill a plus

ARM certification preferred

Company

Eden Housing, Inc.

Eden Housing is a non-profit organization with over 55 years of experience providing safe and affordable housing that helps families stay secure, allows communities to thrive, and solves many of the most pressing housing challenges facing California cities.

Founded in 1968

Hayward, CA, US

501-1000 employees