Associate Director Of Property Management

Emphasizing our historic and continuing commitment to Asian and Pacific Islander communities, the East Bay Asian Local Development Corporation (EBALDC) works with and for all the diverse populations of the East Bay to build healthy, vibrant and safe neighborhoods through community development.

EBALDC is a first-generation social enterprise founded in 1975 that has consistently generated >75% of our revenue from earned income. Our businesses and programs generate revenue to support sustained social impact. We oversee a diverse range of businesses and programs, including real estate development, property management, social services, and professional services, some of which are corporate operations and others are operated as subsidiaries and through partnerships with public and private partners.

EBALDC is dedicated to building a culturally diverse and pluralistic organization committed to working in multicultural communities, and strongly encourages minorities, people of color and women to apply for our employment opportunities. EBALDC is an equal opportunity employer and makes employment decisions on the basis of merit, including the applicant's ability to champion EBALDC mission, values and organizational culture. EBALDC wants to have the best available persons in every job. EBALDC policy prohibits unlawful discrimination on any basis protected by federal, state or local law or ordinance or regulation.

For more about our accomplishments and our mission, please visit: www.ebaldc.org

East Bay Asian Local Development Corporation (EBALDC) is seeking a regular full time Associate Director of Property Management at the Main Office in Oakland, CA.

Summary: The Associate Director of Property Management (Associate Director) is responsible for entire portfolio of EBALDC units in Oakland, Emeryville, Richmond, and San Pablo. The Associate Director is responsible for overseeing two administrative team members. The customer service is provided by 50+ on-site managers, maintenance, custodian, and desk clerk staff.

The Associate Director will support innovation and greater system efficiency in the department and ensure all properties in the portfolio meet the occupancy and financial goals. The position will set high housing quality standards, safety, and sanitary; and manage fiscal, policy, tenant, personnel, and safety issues according to legal, investor, lender, and EBALDC requirements. S/he is responsible for addressing the day-to-day operating issues of the portfolio and decisions thereof and contributing to long-range planning goals.

The incumbent has an integral role in developing, monitoring, and evaluating Property Management processes, policies, procedures, documentation, and resources for both the Corporate office and site offices. The associate is responsible for implementing, managing, and maintaining ongoing projects and its systems, conducting research and performance analysis, supporting communication and financial data flow between the portfolio and Corporate office. The incumbent is responsible for supporting Yardi Voyager management, Salesforce, and SharePoint software applications by providing training and problem-solving assistance to property management staff.

Key Duties and Responsibilities:

Primary Duties Include:

• Supervising the administrative staff at higher needs buildings and holding them accountable for high levels of performance, teamwork, and quality customer service

• Providing leadership to the team in coaching, training and support

• Working with the department leadership to develop system improvements and procedures that improve the department's operations and services, foster program development, and support the achievement of program objectives and outcomes

• Monitoring department compliance with vendor contracts or regulatory requirements, including conducting regular file audits and monitoring other building systems, such as tenant complaint and turnover processes, key protocols, etc

• Partner and coordinate within the department and other departments to meet objectives and ensure comprehensive services

• Oversee timely tenant rent collection, ensure non-payment and nuisance eviction prevention procedures are followed, and coordinate unlawful detainer process with the Property Management attorney

• Representing the agency at eviction and other legal proceedings, as required

• Attending tenant meetings and special events

• Fulfilling responsibilities when there are gaps in staffing

• Collaborating with the appropriate staff to develop property goals related to maintenance and infrastructure upgrades

• Responsible for ensuring alignment of property performance against budgets.

• Ensure a strong collaborative partnership with Resident Services Leadership

Property Maintenance & Security:

• Ensure each property is maintained per general building codes and standards and with EBALDC's business judgment as to the building's long-term goals and benefits

• Ensure that all service requests across the portfolio are being performed in the most efficient and timely way, continuously evaluating for improvement

• Ensure that all property managers are completing their preventative maintenance program

• Ensure that all vacated units are turned over within the allotted goal time of 3-5 days

• Ensure that portfolio properties are well-maintained and repaired, all Property Supervisors conduct annual unit inspections, and provide emergency services as needed

Recordkeeping & Reporting:

• Complete written quarterly reports and assist in the development of long-range capital improvement plans

• Prepare and submit timely written reports as required by lenders, investors, or governmental entities

• Ensure that adequate records are maintained and up-to-date on portfolio properties

• Ensure that adequate records are kept of communications with agencies, vendors, and residents

• Audit site files, reports, and resident certifications for completeness and accuracy

• Reconciliation of operating expenses and variance report across all portfolios.

Planning & Budgeting:

• Ensure property managers collect, deposit, and appropriately process all rental payments across the portfolio

• Review and/or approve all requests for payment schedule); inform the Director about the status of delinquent accounts

• Be responsible for meeting budget goals for the entire portfolio

• Monitor monthly financial statements and work with site managers to anticipate and correct problems; establish written corrective action plans where needed

• Provide formal monthly reporting of status and projections for all properties to the Director

• In collaboration with Asset Management, determine and administer capital improvements and replacement program

• In collaboration with Asset Management, determine the operating or replacement reserve need of each property

• Assist each resident manager in the preparation and review of annual site plans, which include staff development, maintenance, security, appearance improvement, cost controls, budgets, energy efficiency, and safety

• Prepare/participate in the development of the annual property operating budgets.

• Ensure all site managers understand, monitor and are approving and properly coding all the expenses for each property.

• Reconciliation of rent ledger records.

Monitoring Performance & Compliance:

• Ensure that all properties are operating in a manner consistent with EBALDC policies, procedures, and standards

• Interface with Finance, Occupancy and Compliance, and Asset Management to ensure that the properties are meeting deliverables, tax credit compliance requirements and are in compliance with all State, Federal and local funders

• Monitor the management of the properties in the portfolio to ensure that problems are anticipated and dealt with promptly

• Ensure that all properties are above the neighborhood standard in appearance

• Maintain adequate historical records of performance for each property

• In coordination with the Compliance Supervisor, ensure that all properties meet compliance requirements for all applicable agencies

• Conduct on-site audits to ensure compliance with rent rolls, receivable, leasing, and maintenance of resident file folders

• Be a member of the Safety Committee

• Ensure external audits are tracked and responded to within agency timeline

• Ensure portfolio leasing activities are performed timely to avoid extended revenue loss

Personnel & Staff Development:

• Provide for a positive work environment for employees in the portfolio

• Provide on-the-job and formal management training and coaching where needed to improve skills

• Develop a portfolio training plan consistent with the corporation's needs

• Ensure that office procedures are efficient and effective, automated where possible, and that managers utilize computer resources

• Provide career development guidance, make promotional decisions consistent with EBALDC career paths and ensure that adequate replacements are available to cover vacations, leaves, and job vacancies

• Develop department goal draft for Supervisor and on-site management team

• Recruit, hire, supervise, motivate, and manage and develop the capabilities of the PM team

• Create a work environment that fosters inter-departmental teamwork, outcomes based and a mission driven atmosphere

• Oversee employee performance reviews and provide ongoing support and feedback to PM team regarding their job performance

Supervisory Responsibilities

• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving issues. Carries out supervisory responsibilities per the organization's policies and applicable laws.

• Directly supervises the Property Operations Administrative Assistant

• Provides mentorship and leadership to Property Supervisors; partners with them closely to ensure key projects and deliverables are performed in a compliant and timely manner, provides feedback routinely and ensures consistent communication occurs across all portfolios.

Required Knowledge, Skills & Abilities:

• Ability to exercise independent judgment and work with all stakeholders

• Strategic planning and the ability to execute long term improvements to the property management Department

• Excellent negotiating, organization, and planning skills

• A valid real estate license is required for this position

• Knowledge of landlord-resident laws and procedures

• Experience in working with diverse communities and specifically supportive housing portfolios

• Demonstrated ability to communicate professionally and effectively via phone and in writing with site staff and cross-functional internal partners, residents, public agencies, and members of the community

• Ability to complete assigned tasks independently and ability to meet deadlines using demonstrated time management skills

• Excellent analytical and problem-solving skills

• Excellent interpersonal and listening skills

• Flexibility to operate effectively in a fast-paced, team-oriented work environment

• Strong customer service and follow-through skills

• Strong organizational, written, and verbal communications skills

• Strong computer literacy with proficiency in MS Word, Excel, Outlook - PowerPoint helpful

• Bachelor's degree, or equivalent years of experience

• Travel inter-site through portfolio as necessary (50% of the time)

• YARDI experience

• At least five years of experience as a supervisor in residential Property Management

• Must have valid California Driver's License and transportation to sites

Direction of Others:

• Property Supervisors, some portion of Property Managers in portfolio

Salary Range:,

$110,000 - $120,000 annually

Benefits and Other Information:

EBALDC offers excellent benefit. EBALDC pays up to 100% of employee premiums and 60% of dependent premiums for Medical, Dental, Vision, LTD and Life, EAP, Paid Time Off, CA Paid Sick Leave, Holidays and Wellness Days off for all eligible employees.

All candidates will be subject to a background check as a condition of employment

Please NO PHONE CALLS!

EBALDC is an EOE Employer