The John Stewart Company
Property Management Administrator - South Bay Corporate Office
The John Stewart Company, Scotts Valley, California, United States, 95066
Overview
COMPANY SUMMARY:
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.
Summary of the Position This position provides administrative and property management support for the South Bay Executive Team and Regional Managers through the development of organizational procedures to track and ensure that work is carried out in alignment with company policies, including helping coordinate and provide coverage on occasion.
Nobody in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Responsibilities
Tracking & Reporting
Track insurance and management agreement expirations
Provide quarterly reporting for expiring policies and agreements
Help obtain insurance quotes for properties going out to bid
Draft management agreement extensions with input from VP or Directors
Prepare Management Fee Sheets and Insurance Fact Sheets
Ensure that records are maintained in Sharefile and can be easily located
Tracking and reporting of HUD contract renewals and other HUD assistance
Help prepare renewal packages
Assist with drafting the AFHMP’s
Seek quotes for Rent Comparability Studies for M2M renewals
Prepare utility analysis reports
Support for voucher and EIV processing during staff absences
Tracking of Agency Audits and inspections, response and close outs
Development of an ongoing tracking system for all property reporting requirements; State, TCAC, HUD, Regulatory Agency, Investor, City, County Lender, and Owner
Calendaring and follow up regarding reporting deadlines
Creation of digital files and monitoring to ensure reports are saved to Sharefile
Prepare and distribute weekly occupancy reports and other periodic reports as requested by owners.
New Property Set Up, Takeover & Leasing Support
Work with Directors on development of written process for taking over new projects that includes timelines, a list of document needs according to the timeline and RM/PM task lists to help ensure smooth and timely transition
Process document requests
Coordinate with accounting on new bank account requests and forms
Completion of the New Project Information Updates and Regional Manager and Bank Account forms
Process request for entity codes and emails through corporate
Assist with locating and securing temporary office space
Assist with set up of new office space; equipment leases, utility needs, etc.
Assist with set up of new vendor contracts
Marketing and Outreach
Creation of marketing materials and draft documents
Outreach and mailings for lease-ups
Assist with preparations to open waitlists; advertising, website updates, etc.
Assist with new property lease ups
Occasional travel to properties to assist with move ins
General Support
RFP/RFQ support; collection of document and assistance drafting
Assist with drafting Marketing & Rent Plans
Help prepare quarterly and year-end replacement reserve withdrawal requests and collect necessary back-up
Assist with requests to post site job announcements and recruitment
Provide and help coordinate temporary staffing for site coverage needs
Prepare, distribute and track results for resident surveys
Prepare bid comparisons for large capital projects
Track and source vendors for sites
Help coordinate property management trainings and events
Qualifications
EXPERIENCE
A minimum of three years of administrative or property management experience. Previous experience in document creation, filing systems, customer service and completing projects with minimum guidance.
Demonstrated experience in project management
Demonstrated knowledge on Microsoft Office programs such as Word, Excel, and Outlook
Experience in the property development, property management or construction industry a plus
EDUCATION –
Associates Degree or equivalent.
Pay Range:
$28.00-$32.00 per hour
Benefits Benefits for Employees who work 30+ hours/week -
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 72 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.
$50 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).
Benefits for Employees who work less than 30 hours/week -
Free, confidential counseling through our Employee Assistance Program.
Commuter benefit program.
Discounts for AT&T and ClassPass.
$50 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)
Up to 72 hours of sick time per year.
Equal Opportunity Employer 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. California Consumer Privacy Act
Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California. The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information. Therefore, we have posted the Company’s“Notice At Collection For California Applicants” here. Please review this Notice at your convenience.
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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.
Summary of the Position This position provides administrative and property management support for the South Bay Executive Team and Regional Managers through the development of organizational procedures to track and ensure that work is carried out in alignment with company policies, including helping coordinate and provide coverage on occasion.
Nobody in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Responsibilities
Tracking & Reporting
Track insurance and management agreement expirations
Provide quarterly reporting for expiring policies and agreements
Help obtain insurance quotes for properties going out to bid
Draft management agreement extensions with input from VP or Directors
Prepare Management Fee Sheets and Insurance Fact Sheets
Ensure that records are maintained in Sharefile and can be easily located
Tracking and reporting of HUD contract renewals and other HUD assistance
Help prepare renewal packages
Assist with drafting the AFHMP’s
Seek quotes for Rent Comparability Studies for M2M renewals
Prepare utility analysis reports
Support for voucher and EIV processing during staff absences
Tracking of Agency Audits and inspections, response and close outs
Development of an ongoing tracking system for all property reporting requirements; State, TCAC, HUD, Regulatory Agency, Investor, City, County Lender, and Owner
Calendaring and follow up regarding reporting deadlines
Creation of digital files and monitoring to ensure reports are saved to Sharefile
Prepare and distribute weekly occupancy reports and other periodic reports as requested by owners.
New Property Set Up, Takeover & Leasing Support
Work with Directors on development of written process for taking over new projects that includes timelines, a list of document needs according to the timeline and RM/PM task lists to help ensure smooth and timely transition
Process document requests
Coordinate with accounting on new bank account requests and forms
Completion of the New Project Information Updates and Regional Manager and Bank Account forms
Process request for entity codes and emails through corporate
Assist with locating and securing temporary office space
Assist with set up of new office space; equipment leases, utility needs, etc.
Assist with set up of new vendor contracts
Marketing and Outreach
Creation of marketing materials and draft documents
Outreach and mailings for lease-ups
Assist with preparations to open waitlists; advertising, website updates, etc.
Assist with new property lease ups
Occasional travel to properties to assist with move ins
General Support
RFP/RFQ support; collection of document and assistance drafting
Assist with drafting Marketing & Rent Plans
Help prepare quarterly and year-end replacement reserve withdrawal requests and collect necessary back-up
Assist with requests to post site job announcements and recruitment
Provide and help coordinate temporary staffing for site coverage needs
Prepare, distribute and track results for resident surveys
Prepare bid comparisons for large capital projects
Track and source vendors for sites
Help coordinate property management trainings and events
Qualifications
EXPERIENCE
A minimum of three years of administrative or property management experience. Previous experience in document creation, filing systems, customer service and completing projects with minimum guidance.
Demonstrated experience in project management
Demonstrated knowledge on Microsoft Office programs such as Word, Excel, and Outlook
Experience in the property development, property management or construction industry a plus
EDUCATION –
Associates Degree or equivalent.
Pay Range:
$28.00-$32.00 per hour
Benefits Benefits for Employees who work 30+ hours/week -
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 72 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.
$50 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).
Benefits for Employees who work less than 30 hours/week -
Free, confidential counseling through our Employee Assistance Program.
Commuter benefit program.
Discounts for AT&T and ClassPass.
$50 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)
Up to 72 hours of sick time per year.
Equal Opportunity Employer 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. California Consumer Privacy Act
Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California. The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information. Therefore, we have posted the Company’s“Notice At Collection For California Applicants” here. Please review this Notice at your convenience.
#J-18808-Ljbffr