Reach Community Development

Compensation

Full Description

A healthy community begins at home. REACH provides quality affordable housing, and opportunities for individuals, families, and communities to thrive.   Job Description   Job Title:  Assistant Portfolio Manager                                                  Department: Property Mgmt. FLSA Status:  Exempt                                                                                Reports to: Portfolio Manager Flex Status: On site 32 hrs. – Flexible 8 hrs.                                          Effective Date: November 2022   REACH is an equal opportunity employer that strives to create a diverse workforce and an inclusive culture.   REACH believes that each employee makes significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.   All REACH staff share a commitment to anti-racism; the identification and elimination of racism by actively changing oppressive systems, structures, policies, and attitudes so that historic and future harm can be eliminated for communities of color.    Position Summary: The Administrative Portfolio Manager provides high level support to the Portfolio Management team, the Department Director, and integrates with the entire Property Management team. This position manages key operational procedures, policies, training and databases related to, rental appeals, lease enforcement, reasonable accommodations, document controls, rent changes, and staff development and screening criteria. This position is charged with developing and managing reports on financial and operational activities to support management and the site teams.   Essential Functions/Major Responsibilities: • Implement the department on boarding process • Develop and manage tools to effectively track and communicate the status of Reasonable Accommodation requests and Denied application appeals. • Contribute to management of department waitlist policies and procedures • Develop and manage department document control systems and other department data management systems. • Track department training schedules and contribute to relevant training of site staff • Preparation for regulatory inspections, including preparation of reports and tracking of required permits and licenses. • Preparation of documents for submission to HUD, PHB, and other regulatory agencies for rent increases and contract renewals. • Contribute to preparation of annual budgets and annual property management plans • Monitors portfolio performance and prepares reports on occupancy, collections, move-in/out activity, turnaround time, delinquency and other key property management performance factors. • Provide technical support to on various REACH and property management software tools (One Site, Tenant Tech, MS Office, etc.). • Respond and follow up on resident and site staff inquiries. Understand Rental Agreements and residency policies and be able to explain them to residents and site staff. • Develop and update operational policies and procedures. • Maintain property management website content for unit availability • Manage media advertisement for vacancy, ensuring print notices adhere to Affordable Fair Housing Marketing Plans. • Ability to practice cultural humility when interacting with co-workers and clients of diverse ethnic, religious, political, and cultural backgrounds and sexual or gender identities, treating everyone with respect and dignity.   REACH employees are expected and required to behave in a courteous and collaborative manner in doing REACH business and dealing with other staff, residents, and all contacts inside and outside the organization.  Profanity, derogatory and abusive language will not be tolerated.   General Duties: • Supports director with department systems including training, policies and procedures documentation, databases, reports, calendars, and software management. • Is a system administrative and super user of the property management software and is central to designing, improving, and training procedures and practices that maximize effective use of the software. • Directly interfaces with Asset Management, Resident Services, Accounting, Housing Development and other REACH departments and teams to ensure effectiveness through collaboration. • Works directly with Property Management teams including Maintenance and Compliance to ensure well-integrated and effective operation of the sites and the department. • Is central to the design and development of department reports for internal and external communications • Must attend periodic local and distant external trainings and conferences. • Promotes excellent customer service and respectful relations with residents, REACH staff, appropriate regulatory agencies, and the local community. • Maintains appropriate paperwork, files, and records. Completes and submits reports, forms and other paperwork as required. • Continually seeks opportunities to improve REACH policies, procedures, and practices.   Knowledge, Skills & Abilities: • Knowledge of property management concepts and practices, including applicable Oregon and/or Washington landlord/tenant and fair housing rules and regulations. • Knowledge of and experience meeting affordable housing compliance regulations including HUD, LIHTC, HOME, and RD programs. • High to advanced knowledge of Microsoft Office programs including Excel, Word, and Outlook. • Working knowledge of smartphone and other mobile technologies. • Legally operate a motor vehicle and have valid driver’s license and insurance to travel as required.  • High to advanced experience with property management software program(s). • Ability to lead and work in a collaborative manner and in a team environment. • Good verbal, written and interpersonal communication skills. • Ability to work effectively with respect and compassion with diverse staff and residents. • Attention to detail and organizational skills. • Ability to work in a dynamic and multi-tasking environment. • Ability to travel independently and quickly to local and distant sites • Comprehend and communicate in the English language, both orally and in writing. • Understand and commit to the Mission and Values of REACH Community Development.   Scope & Accountability: * Operates from established company and industry standards and procedures.  * Decisions are made consistent with organization operating guidelines. * Performs duties independently with supervision and direction by the Director of Property Management.  * Position involves a high degree of complexity in dealing with recurring work situations and with frequent interruptions and variations from the norm.      Supervisory Responsibility:  * This position is not supervisory in nature but may supervise temporary employees as needed.   Education and/or Experience: • High school education or equivalent. • At least five years of experience in the property management industry or an equivalent combination of education and experience. • Experience with presenting information to groups of people and delivering individual and group training.   Work Environment and Physical Demands: The work environment and physical 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.     While performing the duties of this job, the employee is regularly required to stand; walk; use hands and reach with hands and arms; and readily and effectively communicate.  The employee must lift and/or move up to 25 pounds on a regular basis and 50 pounds on an irregular basis.  Vision abilities required by this job include ability to effectively see within an office work environment, which may include long term computer exposure, and to adjust focus accordingly.     * May require the need for frequent shifting of priorities and deadlines.  * Requires occasional evening or weekend work.  * May be exposed to angry, distraught and/or potentially violent people. * Must have a valid driver’s license and valid liability insurance. * Requires use of personal vehicle.   Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people in this role. They are not intended to be a complete list of all responsibilities, duties and skills required of staff in this role. All employees may be required to perform duties outside of their normal responsibilities from time-to-time, as needed. The job requirements are subject to change to reasonably accommodate qualified disabled individuals. REACH may modify or interpret this job description.    This job description is not an employment contract, implied or otherwise. REACH is an at-will employer; you retain the right to resign, with or without notice or cause. REACH reserves the same right in respect to termination.