Property Management Administrator -- Req. #06-39

POSITION:   Property Management Supervisor

 

REQUISITION #:   06-39

 

DAYS/HOURS:    Monday through Friday, 8:30 AM to 5:00 PM.  Additional hours as required

 

REPORTS TO:    Director of Paul Sullivan Housing

 

DEPARTMENT:   Paul Sullivan Housing

 

LOCATION:   Office at 82 Green Street, Jamaica Plain

 

GRADE:   

-----------------------------------------------------------------------------------------------------------------------------------------------

 

SUMMARY OF THE POSITION:

 

This position is responsible for effectively and efficiently administering the property management processes of Paul Sullivan Housing, Pine Street Inn?s affordable housing program, and also supervising the program?s central administrative support functions.  This position will be responsible for implementing effective management practices, including but not limited to tenant selection, property accounting, and staff support, to provide a quality housing program and maximize revenue from rental income.  This position will work directly with Paul Sullivan Housing staff to ensure best practices are followed and appropriate property administrative support is provided.  This position is not responsible for property management of the physical plant. 

 

 

QUALIFICATIONS:

 

EDUCATION/TRAINING

 

REQUIRED:  Undergraduate Degree 

 

PREFERRED:  Degree in business or related field 

 

KNOWLEDGE/EXPERIENCE

 

REQUIRED:  3 years experience in property management.  Previous experience with property management software applications.  Proficiency with Microsoft Office applications (Word, Excel, Access).     

 

PREFERRED:  5 years experience in property management, in particular subsidized properties; prior experience working with housing authorities; understanding of rent and receivable business issues as related to property management, prior supervisory experience.     

 

PHYSICAL ABILITIES/SKILLS

 

REQUIRED:  Ability to use computer.  Ability to sit at a desk for long periods of time.  Ability to travel by public transportation.

 

MENTAL ABILITIES/SKILLS

 

REQUIRED: Ability to multi task. Ability to prioritize projects

  and  tasks. Excellent organizational skills.  Effective oral and written communication skills.  Ability to work with and meet deadlines. 

 

 

ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

 

Provide necessary supervision and support to ensure Paul Sullivan Housing achieves and maintains sound property management fundamentals, including effective tenant management processes, low tenant and subsidy receivables, low vacancies, and effective business relationships with external government and housing authorities.

 

Supervise PSH property accountant, administrative support position, and a new position tentatively identified as coordinating tenant selection.  Be competent in all aspects of the job descriptions of these positions and able to assume responsibilities as necessary.

 

Supervise all aspects of property accounting and  the administration of  the property management database (Boston Post Property Manager software); serve as primary liaison with software vendor to administer database; and investigate ways to fully utilize the software?s features.

 

Supervise tenant management policies and procedures, including tenant move-ins, transfers, move-outs, security deposits, certifications, etc.

 

Supervise tenant selection process, working closely with appropriate PSH staff, including oversight of the waiting list and development of processes to reduce and manage vacancies in order to efficiently move people into housing and maximize income.

 

Provide information and technical support for all PSH staff who are involved with various tasks related to property management, particularly rent collection, tenant selection and tenant management procedures.

 

Liaison with all local housing authorities ? maintain relationships, ensure tenancies are established with required documentation, and resolve any discrepancies on rental subsidies, etc.

 

Oversee input of tenant information to ServicePoint or alternative tenant data base system, including accuracy and completeness of information.  Provide technical assistance to users.

 

Produce and provide monthly analysis of business reports (receivables, vacancies, overdue recertifications).  Identify problem areas and work with appropriate staff to resolve issues.

 

Ensure compliance with all regulations of government and housing agencies, funding sources, etc. related to the areas of responsibility in this job description.

 

Assist PSH director with special projects and take on additional responsibilities as required.

 

**  This is a new position. It will initially assume some responsibilities that currently reside with the existing Property Accountant, take on new responsibilities improving Paul Sullivan Housing?s tenant waitlist and selection process, and be tasked with improving PSH?s business fundamentals. Currently, two employees (Property Accountant and PSH Administrative Assistant) will report to this new position. The combined responsibilities of these three positions will be reviewed after an evaluation period to realign responsibilities and hire an additional staff person to most effectively achieve the goals of this position and PSH property management processes and business fundamentals. The Property Management Supervisor will be central to developing and implementing this realignment

 

SUPERVISION TO BE RECEIVED:

 

  This position reports to the Director of Paul Sullivan Housing

 

SUPERVISION TO BE EXERCISED:

 

  This position supervises three positions:  Property Accountant, Tenant Selection Coordinator, and Administrative Assistant, subject to revision after evaluation period.

 

 

INTERNAL CANDIDATES INTERESTED IN APPLYING FOR THIS POSITION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTING.

 

Pine Street Inn is an Equal Opportunity/Affirmative Action Employer.