Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home. Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,400 units of housing in 50 different buildings across Western Washington. We provide supportive services for people who have experienced homelessness, low income seniors, farm worker families, and those who have special physical and mental needs.
Our Southwest portfolio includes affordable housing programs for low-income families and individuals in special initiatives such as Farmworker Housing.
The Associate Division Director is accountable for overseeing and ensuring the quality of our housing and sound operations of a portfolio of seven farmworker properties for a total of 325 units in the SW region of Western Washington in Centralia, Kelso and Woodland. The Associate Division Director will directly manage Villa Los Milagros and oversee the property management and maintenance on-site at the additional properties. This position reports to SW Division Director on status of property management and operations.
The Associate Division Director will directly supervise property management staff (property managers, business managers & maintenance technicians) oversee all aspects of the operations of this group of three buildings, promoting housing stability, sound financial management, is accountable for financial and key performance indicators, compliance with funder requirements, and long-term planning for building maintenance to ensure residents are well served by these buildings for many years to come.
SUPERVISION / LEADERSHIP
- Provide Direct Supervision for Property Management staff at each location.
- Work collaboratively with Division Director to ensure policies and procedures provide the highest quality of housing for residents.
- Provide leadership to staff in the areas of property management and compliance as well as in the area of supporting and promoting the mission of the agency and advocacy in the community.
- Select, supervise, train and evaluate the on-site manager of each property. Promote on-going training and support around best practices in housing. Also ensure attendance at all CCS/CHS mandatory trainings for site employees. Support the professional growth and development of staff supervised.
- Promote training and support for employees, and facilitate regular staff meetings.
- Meet with Property staff regularly to provide support in serving the special initiatives of the community, while also monitoring that the program is on track fiscally, in compliance with all contract obligations, and that the facility is kept in good repair.
- In collaboration with the Division Director, represent the agency in local government and community efforts to promote affordable housing. Build relationships with local neighborhood and community representatives to further common goals. Network with other service agencies to ensure continuum of care for residents.
- Develop and safe keep a workplace which values and supports a culturally and ethnically diverse work environment.
- Mediate landlord/tenant disputes by responding promptly to inquiries and seeking resolution at the lowest level of concern.
- It is our goal to promote housing stability through strong eviction prevention methods. Approve issuance of legal notices to tenants in accordance with Washington State Landlord Tenant Law and applicable local laws and CHS policy. Participate in Eviction Review board for any proposed housing terminations.
- Function as a Leader in times of emergency for the community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities such as criminal activity, employee/resident injuries, fires, floods, earthquakes, etc.
- Housing: Catholic Housing Services value promoting Housing in our building, so residents truly have a place to call home. The Associate Division Director provides leadership with staff to ensure our buildings are a comfortable home for all residents.
- Respond to tenant complaints and issues promptly and seek resolution at the lowest level possible.
- Assist in the promotion of “community” within CHS buildings by working closely with neighborhood service providers and access to resources.
- Build relationships with local neighborhood and Housing representatives to further common goals.
- Network with other service agencies to ensure continuum of care for residents.
PROPERTY MANAGEMENT AND COMPLIANCE
- Monitor occupancy standards by review of unit turns, including efficient scheduling and use of vendors.
- Monitor leasing of vacant units and marketing efforts for each property, including advertising and networking.
- Monitor property operations through the use of property management software including tenant ledgers, cash receipts, transactions, delinquencies, move-ins, move-outs, and month-end reports.
- Ensure timely and accurate income certifications
- Conduct tenant recertification annually and interim re-certifications as needed. Assist tenants through the recertification process to ensure compliance with funder requirements.
- Serve as a contact with funders and monitoring agencies in the absence of the Division Director. Adhere to the Tenant Selection Plan for admitting new residents. Prepare new leases and landlord documents for applicants, complete move in process including lease signing and move in inspection/orientation process.
- Ensure that all lease documentation meets the contract obligations and regulations of various applicable funders.
- Ensure compliance with federal housing standards and fair housing laws.
- Successful completion of Tax Credit Compliance training within first year of employment. Ensure that each program follows CHS Compliance policies and procedures for move-ins and re-certifications.
- Assure that annual budgets for property operations are prepared for each property in accordance with the CHS budget process.
- Monitor and control expenses within the constraints of the annual budget including monitoring monthly financial statements and reviewing variances with appropriate Property Accountant and Site Manager. Also ensure programs submit timely billings, reports, write off bad debt, and process invoices promptly to ensure financial stability.
- Monitor collection of rent and other monies, review bank deposits; review delinquencies to ensure profitability for each property.
- Ensure Property Management staff receive adequate training to monitor and control expenses within the constraints of the annual budgets.
- Work with Program Directors to ensure timely requests for withdrawals from replacement reserves for eligible costs.
- Negotiate rent increases, or contract increases with funders and monitoring agencies.
- Assist accounting staff with annual audits as needed.
- Process bank deposits, maintain BP database, and ensure accurate BP financial reports.
- Perform site visit of each property at least once per week.
- Review/plan long-term maintenance programs for each property including building systems and other components, building envelope, etc. with funder(s), the Business Manager, and the Facilities Director to ensure structural integrity.
- Monitor and track unit turnover and unit service for timeliness and positive property conditions.
- Monitor annual apartment inspections for each property to ensure they have been completed and documented. Ensure pre-inspection of each unit prior to funder inspections.
- Follow the Procurement procedures for vendor management and purchasing.
- Ensure weekly property inspections by maintenance staff; addressing any life safety issue immediately.
- Ensure that each property has an emergency preparedness plan and safety protocols.
- Maintain regular, scheduled office hours.
- Develop and maintain partnerships with organizations or agencies to support low-income housing.
- Perform other duties as assigned.
MINIMUM QUALIFICATIONS: (Qualifications which applicants must possess to be considered for the position.)
- Minimum of five years of property management experience in affordable housing with regulatory restrictions or rent subsidies, including familiarity tax credit financed properties.
- Ability to communicate effectively both orally and in writing.
- Strong supervisory skills: hiring, coaching, training and evaluating.
- Experience working with ethnically and economically diverse people.
- Proficiency with computers (especially Windows and MS Office, Boston Post), and ability to learn property management software.
- Requires current driver’s license, auto insurance, or access to reliable transportation to be able to visit sites regularly and in case of emergencies. (Mileage reimbursement is provided.)
- Successful completion of Certified Occupancy Specialist within one year of hire or provide certificate of completion.
- Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.
- Knowledge of and commitment to the principles of best practices in housing.
- Experience in elderly, special needs and/or multi-family property management.
- Experience in housing with resident support services provided on site.
- Experience with Boston Post Property Management Software
- Ability to communicate in Spanish