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About the Role

The Property Operations Specialist role provides training and support to on-site property management teams. This role involves developing operational policies and procedures, providing staff training, assisting with lease-ups, and defining workflows between site staff, Compliance, and Service teams. The Specialist may also act as an Interim Property Manager during staff shortages and will primarily work from managed properties.

Responsibilities

Onboards and trains new property staff in line with developed policies and procedures.
Helps implement and train staff on various workflow processes specific to properties, including coordination with Services and resident referrals, vacancy reporting, incident reporting, and file preparation for legal.
Helps develop and distribute property-specific policies.
Coordinates periodic trainings for staff.
Works with Senior Regional/Operations Manager and housing partners to streamline processes and ensure efficient workflow around housing applicant referrals and coordination with Service teams.
Develops and maintains a solid understanding of all site-level systems (Boston Post, Nexus, Dayforce) to support property staff.
Develops an understanding of Housing First principles and practices.
Builds trust and rapport with site staff through ongoing support and collaboration.
May be asked to support in specific areas of operations, such as processing payables, rents, subsidy and deposits, establishing new services, and new vendor setup.
Helps maintain applicant tracking logs for weekly reporting on leasing status.
Attends regular coordination meetings with ownership and agencies.
Helps schedule and conduct intake interviews and lease signings.
Conducts file reviews to ensure move-in certification and lease documents are complete and ready for submission.
Coordinates with the Compliance team to ensure timely processing of all housing referrals and unit selections.
Helps develop marketing plans and materials considering all federal, state, local, and regulatory requirements.
Reads and understands regulatory requirements for the property to ensure all move-ins are compliant.
Ensures unit tours and applicant interviews, including verifying potential resident income, are conducted in accordance with JSCo’s and/or ownership’s Resident Selection Policy and program requirements.
May be asked to attend and participate in professional activities, meetings, organizations, regulatory agency meetings, or inspections.
Maintains amiable relationships with all residents, and adheres to Fair Housing, Equal Employment, and Equal Housing Opportunity requirements.
Works in partnership with property staff and outside agencies to provide services to residents.
When acting as Interim Property Manager, manages the day-to-day administration of the property, including supervising staff and handling resident complaints, grievances, inquiries, and concerns.
Maintains emergency plan to respond promptly to site emergencies and ensures an incident report is completed and communicated to the Regional Manager within 24 hours of an emergency.
Ensures that all property staff adheres to JSCo and/or the owner’s policies and procedures.
Ensures that rents and other monies are properly collected, processed, and inputted accurately in MRI, and that regular deposits are completed.
Reviews delinquent accounts and resident receivables and determines necessary collection actions.
Manages resident evictions in compliance with court orders and directions from legal counsel or the Regional Manager.
Exercises common sense, good judgment, consistency, and self-control in daily interactions.
Ensures consistent application of property rules, regulations, and lease documents, and documents all violations.
Helps oversee the processing, completion, and maintenance of accurate resident files at move-in and recertification within established regulatory guidelines.
Helps ensure compliance with all regulatory requirements, including preparation and submittal of reports accurately and timely.
Confers with RM as needed to solve problems.
Helps ensure adherence to all accounting and reporting procedures required by JSCo and/or ownership.
Coordinates with Service team(s) around resident referrals and outstanding rents.
Works in conjunction with the Regional Manager to identify necessary areas of training for other property staff.
Conducts monthly staff meetings (including Safety Meetings).
Coaches, trains, and manages staff performance while acting as an interim Property Manager.
Handles employee complaints and grievances.
Sets schedules for staff, including delegating emergency tasks to on-call staff.
Reviews and approves employee timesheets.
Implements, enforces, and helps develop JSCo safety program.
Ensures all staff adheres to fair housing laws.
Develops and maintains good staff working relationships, provides leadership, and encourages teamwork.
Ensures that employees of outside agencies are performing their duties correctly and works with agencies to correct problems.
Supervises maintenance and janitorial staff, including vendor or temporary personnel, and ensures completion and quality of services.
Supervises the scheduling of routine and preventive maintenance and janitorial work and ensures follow-up inspections.
Oversees upkeep and maintenance of property.
Ensures timely completion of work orders and turnover of vacant units.
Ensures vacant units are inspected regularly and in good condition for showing.
Ensures common areas, landscaping, etc., are in good condition and supervises staff to address issues.
Determines a schedule for personnel to be available for emergency maintenance.
Balances maintenance priorities to ensure effective utilization of capital resources and adherence to budgets.
Ensures annual or more frequent inspections of units occur, and manages follow-up with housekeeping letters, work orders, and maintenance charge-backs.
Ensures the update and completion of all safety-related inspections and reports.
Provides for the safety and security of employees or property.
Ensures adherence to all safety and maintenance requirements of ownership or JSCo.
Reviews and analyzes the property’s monthly income, expense statement, and rent roll, reporting problem areas to the Regional Manager and/or ownership.
Bids out and selects contract services, negotiates vendor service agreements, and monitors vendor performance.
Addresses any unique requirements of ownership and ensures staff implement requests.
Serves as a liaison to all applicable regulatory agencies.

Requirements

Must relate well to people, exercise good judgment and independent discretion in dealing with residents, visitors, vendors, service providers, and staff.
Demonstrated ability to handle a large number of projects at once and shifting priorities in a fast-paced environment.
At least two years’ experience in personnel supervision, training, and evaluation.
Demonstrated knowledge of Microsoft Office programs (WORD, EXCEL, and OUTLOOK) is essential.
Boston Post software knowledge is a plus.
Must be able to independently get to all areas of the property (including roof).
Must be able to detect foreign/unpleasant odors while surveying buildings.
Must be able to work, multi-task, and/or delegate in a fast-paced environment with regular interruptions.
May be exposed to loud noises during emergencies; bloodborne pathogens or other bodily fluids/excretions; and hazardous materials.
Occasionally may lift items 16-30 pounds, push items 20 pounds, climb ladders, sit, stand, kneel, twist, or grasp/pull/carry/push equipment and walk on uneven ground.
Must occasionally withstand heights up to the number of stories in the building.
Must be able to travel independently to various locations on a regular basis, usually by personal automobile.

Skills

Problem Sensitivity/ Deductive Reasoning
Policies and Regulations
Management of Personnel Resources
Written Comprehension and Expression
Oral Comprehension and Expression
Mathematical Skills
Microsoft Office (WORD, EXCEL, OUTLOOK)
Boston Post software knowledge

Location

Primarily from the properties that we manage
Assigned location will be dependent upon priority of need

Work Type

Full-time

Experience Level

At least two years’ experience in personnel supervision, training, and evaluation.

Benefits

Medical, dental and vision care; preventative medical care paid at 100%.
Vacation leave of up to ten days per year in the first year.
Up to 80 hours of sick time per year.
Flexible Spending Accounts for Health Care and Dependent Care.
Company paid Life AD&D Long Term Disability.
Free, confidential counseling through our Employee Assistance Program.
Commuter benefit program.
Discounts for AT&T and ClassPass.
$100 annual Wellness Reimbursement.
Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

About the Company

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector.
We work to enrich the lives of our residents and employees, while delivering our services cost-effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

Equal Opportunity

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.
The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.