Property Manager

San Jose, CA, United States

At MidPen, we build communities that change lives. Since 1970, we have been committed to our mission: to provide safe, affordable housing of high quality to those in need; establish stability and opportunity in the lives of residents; and foster diverse communities that allow people from all ethnic, social, and economic backgrounds to live in dignity, harmony, and mutual respect.

We develop affordable housing, provide professional property management for all our communities, and coordinate robust onsite support programs that help residents thrive. We are active in 12 Northern California counties and have earned recognition as one of the nation’s leading non-profit developers and stewards of affordable housing. Our current portfolio of more than 130 properties is home to 20,000 working families, seniors, and people with special needs. We take pride in delivering affordable housing solutions, and we invite you to join us on a journey toward social, economic, and racial equity.

ABOUT PROPERTY MANAGEMENT

The Property Management team is responsible for operating and maintaining our beautiful communities, but beyond that, they are relationship builders and the heart and soul of MidPen. Rooted in our ICARE values (Integrity, Collaboration, Accountability, Respect, and Excellence), and our Guiding Principles of diversity, equity, inclusion, and belonging, Property Management works closely with our residents, our community partners, and their fellow MidPenners, including close collaboration with our Resident Services team.

BENEFITS AND COMPENSATION

In 2023, MidPen was again certified as an official Great Place to Work, and for good reason! In addition, we offer a best-in-class benefit package that includes healthcare options (Kaiser or Sutter), dental, vision, life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options, FSA for childcare, medical and commuter benefit options, Employee Assistance program and pet insurance for our furry, feathered, and scaled friends. In addition to 14 paid company holidays, which include a paid winter holiday break between Christmas and the New Year, we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization, we encourage professional development and career advancement, and we offer up to $3,000 annually ($12,000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And, as a family-friendly company, we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page.

PAY RANGE

$95,000 - $115,000 Annual Salary -

Pay based on applicable experience

POSITION OVERVIEW

This position reports to the Director of Property Operations and has the responsibility of managing a portfolio of multi-family properties, achieving strong fiscal performance, solid regulatory compliance and strong teamwork. The Property Manager is responsible for Fiscal Management, Compliance, Facilities Management, Risk Management, Tenant Management, Employee Management, Community Outreach, as well as Internal and External Partnering.

This position qualifies for an Auto Allowance

ESSENTIAL DUTIES

Collaborates with Asset Management, Property Controller’s, Facilities Management and Human Resources Serve as strategic MidPen liaison with local government agencies

Approves expenses, monitors accounts receivables, individual property cash flow and spending according to company policy

Monitors incoming rent schedules, rent increases and renewals on an ongoing basis

Develops annual budgets for each property in liaison with Asset Management, Accounting and Community Managers

Submits monthly variance reports on a timely basis

Manages the property tax for each property - timing of reassessments, abatement requests and accuracy/completion of annual Welfare Exemption documents

Completes Replacement Reserve Draws on a quarterly basis according to MidPen’s policies and procedures

Maintains timely security deposit reimbursements

Completes periodic reports to lenders, investors and regulatory agencies

Facilitates and supports completion of annual financial audits and assures completion of all audits

Ensures strict adherence to compliance requirements for all properties in the portfolio; establishes monitoring and tracking plans accordingly

Monitors property recertification process for completeness, accuracy and timeliness

Stays current with compliance and regulatory requirements (Fair Housing, HUD, TCAC, COS and ensure that property portfolio and staff comply)

Ensures completion of annual and interim re-certifications are on schedule and property files are maintained

Achieves satisfactory on MOR, TCAC and other regulatory reviews

Maintains current Certified Occupancy Specialist and Tax Credit Specialist certifications

Ensures a preventive maintenance plan is established, executes and maintains each property in liaison with Facilities

Remains current on capital project master schedule for property grouping

Ensures all properties are free of safety hazards and adhere to MidPen’s policy and guidelines

Ensures sites follow company’s preferred vendor policy

Ensures all work orders are documented and completed in a timely manner and all vacant units are turned in three to six days

Ensures all properties meet curb appeal standards and maintains satisfactory performance on grading form

Ensures each property has an updated map of the location of all utility routings and cut offs including water, gas, sewer, electrical, telephone and TV

Develops and executes a security plan for each property with each Community Manager - emergency preparedness, safety rules and work principles and authority and accountability

Adheres to MidPen’s business ethics, identifies and resolves site security issues

Conducts required monthly safety meetings and documents attendance in accordance with OSHSA and MidPen’s policies

Assures Community Managers are reporting incidents and accidents within 24 hours to Human Resources with appropriate documentation

Assures site staff follows all procedures in the safety manual and goals and objectives are met

Ensures each property has established, executes and continues to monitor a resident retention plan, including orientation of new residents to building site, policies and procedures

Ensures tenant complaints are handled diplomatically with timely resolution

Ensures evictions are processed in compliance with regulatory guidelines, court orders and in adherence to MidPen policy guidelines

Supports Community Manager enforces resident lease and house rules, as needed

Monitors the resident retention rate at each property

Hires, trains and coaches Community Managers to achieve higher performance

Conducts annual performance review and monitors staff performance; mentors and supports staff career development plans

Plans, organizes, leads and directs Community Managers

Ensures understanding of new policies and procedures information

Supports MidPen’s problem solving policy and process for resolving employee issues and works closely with Property Managers, Executive Team and Human Resources, as needed

Develops and executes marketing plan in liaison with Development team

Ensures units are advertised in accordance with approved marketing plan

Ensures site software is used to enter all relevant transactions in a timely manner and required documentation is obtained and complete certifications

Ensures waiting list guidelines are adhered to and screen applicants accordingly

Perform other duties as required

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability required.

Education and Experience

Associate degree and three years of multi-family residential management experience with a Bachelor’s degree and five or more years of relevant experience or an equivalent combination of education and experience

Tax Credit Specialist and Certified Occupancy Specialist certification is required

Must have four (4) or more years of multi-family property management experience and a minimum of two years of affordable housing experience

Must have at least four years of supervisory experience

Must have Permanent Supportive Housing experience

Knowledge, Skills, and Abilities

Proficient using Microsoft Word, Excel, Outlook and property management software such as MRI, Yardi, RealPage or Boston Post

Knowledge and understanding of basic accounting skills

Working knowledge of required building maintenance

Ability to perform business math calculations

Ability to think strategically and tactically

Strong employee coaching and mentoring skills

Excellent written and verbal communication skills

Read, analyze and interpret financial reports and legal documents

Respond to common inquiries or complaints from regulatory agencies or members of the business community. Effectively present information to management and public groups

Analyze complex situations while making sound decisions and balancing competing priorities under a deadline

Take proactive measures to prevent problems from occurring or re-emergin

Possess a strong attention to detail

Must possess a valid California Driver’s License, auto insurance, and reliable transportation

Commitment to the Mission and Values of MidPen Services and MidPen Housing

Physical Requirements

Constantly perform desk-based computer tasks, frequently sitting

Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds

Rarely twist/bend/stoop/squat, kneel/crawl

Working Conditions

Ability to travel between properties

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.

EQUAL OPPORTUNITY EMPLOYER

MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Consistent with its obligations under the law, MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. MidPen believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

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