Waterloo, Ontario, Canada
Posted: 08-Mar-23
Location: North Brunswick , New Jersey
Type: Full Time
Salary: $50,000
Required Education:
Triple C Housing, Inc. is a 501c3 community housing development organization (CHDO) focused on expanding affordable housing opportunities complimented by supportive services to individuals, families and veterans impacted by a disability, who are experiencing homelessness or long term hospitalization. The supportive services are provided in the home and community at large, and focus on wellness and recovery to achieve positive outcomes in overall health, self-sufficiency and housing stability. Services are flexible and strengths based to meet the unique needs of persons served and are established collaboratively with each service recipient. For over 40 years, Triple C Housing has supported the most vulnerable individuals and families to break the cycle of homelessness or institutionalization by developing high quality affordable housing and providing exceptional care. Triple C Housing is a well-founded, grass-roots organization that has helped to make the dream of living independently with dignity become a reality for those they serve throughout Middlesex, Monmouth and Ocean counties. As Triple C Housing continues to respond to the rising need for affordable supportive housing in our communities, we are looking for a Property Administrator to oversee our Property Management Team due to new growth in the agency.
EXPECTATIONS
Understand and follow Triple C Housing’s Compliance Plan, employee handbook, policies, procedures and rules, and its mission, vision and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, personalization, commitment to our community, and accountability and ownership. This position requires the ability to operate a motor vehicle as it will oversee the Property Management Team, which manages properties throughout Middlesex, Monmouth, and Ocean Counties.
OVERVIEW
The Property Administrator will oversee the Property Management Staff to ensure compliance for all tenants with regulatory requirements, see that each property is maintained to our housing quality standards, implement life safety policies across our portfolio, and coordinate a cash flow analysis with Triple C Housing’s Fiscal Team to maximize the use of the budget for each property. The position will also interact with various external partners including attorneys, landlords, contractors, and vendors on behalf of the Housing Operations Department. Additionally, this position will support updating the agency’s property management software, as well as support other Property Management functions as needed.
RESPONSIBILITES
Property and Real Estate Management:
- Provide daily supervision and support for Property Management staff.
- Perform regular audits of tenant files, both hard files and electronic, for necessary documentation.
- Responsible for development and rolling out policy and procedures for the Department and regularly updating them based on changes in local, state, and federal regulations, as well as best practices in the industry.
- Serve as on-call for property management and facilities deploying staff as needed to address emergencies that arise.
- Serve as liaison to Services Department related to process flow between the departments, as well as house meetings and other tenant related events sponsored by the agency.
- Coordinate with Services Department to effectively market vacancies in the community and to external partners that can provide referrals that fit Triple C’s tenant selection plans.
- Serve as liaison to external partners including but not limited to attorney’s, landlords, contractors, vendors, etc.
- Oversee compliance with each funding source (HUD, NJ DCA, NJ DMHAS local, Housing Authorities, LIHTC, etc.).
- Chair rent arrears and vacancy meetings ensuring appropriate staff are present and compliance is maintained with all internal policies including 85% of rent collected on a monthly basis and 90% occupancy is maintained monthly.
- Perform cash flow analysis for each project in coordination with fiscal team to maximize use of budgets.
- Review and manage all complaints related to property management from tenants and community members in both a timely and professional manner.
- Coordinate and oversee federal, state, and county property inspections inclusive of HUD, NJHMFA and CN&L
- Review all appeals and grievances in coordination with appropriate committees to provide timely updates to petitioner.
- Perform audits on work orders to ensure they were completed to agency standards and refer any deficiencies to upper management for follow-up.
- Prepares reports and make presentations when required.
- Completes other projects and assignments as directed.
Vendor Management:
- Responsible for the preparation of request for proposals (RFP), request for qualifications (RFQ), and/or bidding out contracts, as well as reviewing responses for the selection of contractors for landscaping, snow removal, HVAC, painting, and other maintenance related work.
- Coordinate with vendors and the Facilities Team to complete necessary work.
- Source and build relationships with prospective contractors to expand business opportunities.
- Negotiate pricing with contractors, review invoices, and ensure prompt payment to vendors working with the Fiscal Team.
- Responsible for coordinating and maintaining certifications for properties including certificate of occupancy, fire safety, fire extinguisher, licensing, etc. for each property, as well as managing and updating the Life Safety binder with this information.
- Maintain proper records related to vendor management, including updating property management software as needed.
Grant Management:
- Coordinate with appropriate Triple C Departments to complete grant renewal process including oversight of all aspects of annual reporting
- Oversee compliance with all grant requirements and serve as a liaison to the Quality Assurance Committee, providing quarterly reports on said compliance
- Collaborate with appropriate Triple C Departments to complete update the Homeless Management Information System (HMIS) with required data
KNOWLEDGE/SKILL/ABILITY
- Enjoy working with others and performing a variety of administrative tasks on a daily basis.
- Experience leading and managing a team of professionals through delegation of tasks accomplish the work of a department.
- Understand basic bookkeeping practices including accounts payables and accounts receivable tasks, as well as using spreadsheets for data collection and reporting.
- Understanding of real estate concepts and property management tasks necessary from lease inception to unit turnover.
- Ability to handle multiple projects and prioritize accordingly; organized; detail-oriented with strong administrative skills.
- Ability to work in a fast paced and rapidly changing environment.
- Demonstrate and promote cultural sensitivity and professionalism.
- Effective communicator (written and oral), with the ability to exercise critical thinking skills and exercise sound judgment in decision making.
- Ability to read, write and speak English language; bilingual a plus.
- Ability to work independently and as part of a team.
REQUIREMENTS
- Bachelor’s degree in business, property management, real estate development, or related field preferred.
- Minimum of five years of experience in residential and/or commercial property management and/or real estate experience required.
- Knowledgeable of laws and regulations pertaining to residential property management (i.e. Fair Housing, OSHA, ADA, State, Local, etc.), with understanding of NJ specific regulations required.
- Possess thorough understanding of various agency funding sources with regard to housing development in NJ, and oversee compliance with each (HUD, NJ DCA, NJ DMHAS local, Housing Authorities, LIHTC, etc.).
- Industry related certification (IREM CPM or CPM Candidate; BOMI RPA) required or must be obtained within 6 months of employment.
- Experience dealing with sensitive populations (veterans, special needs, etc.) preferred.
- Experience managing commercial property is a plus.
- Knowledge of Microsoft office suite, Adobe Acrobat, and ability to navigate technology.
- Possess valid driver’s license in state of residence with driving report in compliance with Agency policy.
PHYSICAL REQUIRMENTS
- Triple C Housing is a Mandatory COVID-19 Facility.
- Use of standard office equipment (telephone, fax, computer, copier, etc.).
- Moderate physical effort to lift at least 50 pounds may be required, in addition to walking, standing, sitting, stooping, bending and driving in order to effectively perform job.
- Ability to operate a motor vehicle safely (car/SUV/minivan), using defensive driving techniques.