The Assistant Portfolio Manager is responsible for carrying out the Portfolio Manager and Building Manager functions during an absence or vacancy, setting up the Building Manager’s office following a turnover in staff, training new Building Managers on building operations and policies and procedures, and assisting Portfolio Managers in opening new properties. The Assistant Portfolio Manager oversees the orientation training plan for all building staff.  The position directly supervises building staff while filling in for Portfolio Manager or Building Manager staff vacancies.  The Assistant Portfolio Manager oversees staff and building operations for one to two properties.  The Assistant Portfolio Manager takes a leadership role in developing Plymouth’s housing program, and collaborates with colleague managers in Plymouth’s Social Services and Compliance departments to develop low-barrier policies and procedures that support tenant housing stability. The Assistant Portfolio Manager makes sure that housing services are offered in a fair, respectful, and culturally proficient manner consistent with Plymouth’s mission.

ESSENTIAL JOB FUNCTIONS

(Responsibilities, accountabilities, and competencies; may not include all duties of this job.)

BUILDING MANAGER FUNCTIONS DURING VACANCIES AND LEAVE

• Maintains and monitors a safe, sanitary living and work environment; including offices, common areas, and grounds.  Responds to tenant maintenance requests, submitting requests to the Maintenance Department and coordinating repairs by Maintenance and vendors.
• Monitors inventory and orders for office and janitorial supplies within budget.
• Ensures that building security is maintained, responding to emergencies 24/7.   Handles the removal of unauthorized persons.   Handles crisis intervention and mediation for conflicts among tenants in collaboration with Social Services.
• Manages scheduling of building staff to ensure adequate coverage levels and minimize overtime and On-Call staffing. Provides supervisory oversight of Building staff in collaboration with the Portfolio Manager.
• Maintains the building and operations in compliance with local, state and federal laws and regulations with the assistance of the Portfolio Manager.
• Maintains good relationship with law enforcement, commercial tenants, and building neighbors.
• Coordinates the unit turn process, reports unit vacancies in a timely manner, and manages unit cleanouts and communication with Maintenance for unit turn work. For market rate units, responds to prospective inquiries, shows units, and provides pre-screening.
• Completes move-in paperwork, data entry, and orientation with new tenants.
• Completes and processes timely move-out paperwork and data entry, ensuring appropriate communication with various departments.
• Initiates or participates in tenant and community meetings as needed or requested.
• Enforces building rules, including issuing tenant notices, using consistent and collaborative methods in accordance with Plymouth procedures, Landlord Tenant Law, and Fair Housing Law.
• Assists Portfolio Managers in eviction procedures.
• Collects and monitors rental payments and security deposits; issues receipts and ensures data entry in accordance with Plymouth policies.
• Works collaboratively with Compliance department to ensure program compliance.  Gathers and submits to Compliance accurate and timely tenant recertification paperwork.
• Uses AGENCY database to record tenant logs, incident reports, violence incident reports, and tenant concerns.
• Uses property management software to enter tenant rents, move-ins, move outs, maintenance requests, and related Property Management, Compliance, and Maintenance information in accordance with Plymouth policies.
• During a Building Manager vacancy, the Assistant Portfolio Manager ensures the office is properly cleared out, organizes the space, and provides quality assurance of tenant and staff files.

PORTFOLIO MANAGER FUNCTIONS

Provides support to Building Managers during a Portfolio Manager vacancy or extended leave, and ongoing for one to two properties, including:

• Fiscal oversight for portfolio of properties, providing coaching to Building Managers in purchasing and adherence to building budgets; creates annual budget for buildings assigned; ensures Building Managers are following rent collection policy, and supports Building Managers’ appropriate use of temporary and On-Call staffing.
• Supports Building Manager in tenant relations, including attendance at tenant meetings if Manager needs additional support, ensures compliance with Landlord Tenant laws and Fair Housing regulations, and helps troubleshoot difficult tenant situations with Program Manager and Building Manager to achieve desirable outcomes for the building community while maintaining low eviction rates.
• Provides supervision of Building Managers, coaches managers in supervising their staff teams, and ensures staff are adequately supported, oversees safety, and performance issues.
• Ensures Building Managers are maintaining facilities through working with maintenance staff, including timely unit turns, work order communication, preventative maintenance, and crisis situations.
• Supports marketing and leasing of non-subsidized housing.

ON-CALL STAFF OVERSIGHT

Reviews the current On-Call structure and collaborates with other Property Management staff on any revisions to current structure. Continues to implement any structural changes to the On-Call position to meet the front desk coverage needs at the properties.

• Supports the hiring, orientation, and on-going training for the On-Call staff team, ensuring the On-Call pool is sufficient to cover buildings during planned and unplanned absences and vacancies.
• Maintains, complies with, and effectively communicates policies and procedures for the On-Call program, including employment law and Plymouth personnel policies.
• Supports Building Managers in the scheduling of On-Call staff.

PROGRAM SUPPORT/ADMINISTRATIVE

• Provides emergency response support 24/7 to Building Managers when on-call, including in-person response within 45 minutes as needed.
• Participates in hiring, orienting, and on-going training of Building Managers.
• Provides training and mentoring to Building Managers in policies and procedures, property management software, Landlord Tenant Laws, Fair Housing, and other standard training.
• Works with Portfolio Manager and Building Manager to create and maintain a Manager vacancy plan for the property, ensuring staff anticipated to cover are properly trained in advance of a vacancy.
• Collectively works on policy and procedure development and revision, overseeing the updates to the Property Management Operations Manual.
• Assists Portfolio Manager with new property opening.
• Assists with marketing non-subsidized properties.
• Attends mandatory meetings.
• Fulfills other duties as requested by the Director of Property Management.

The positions (Building Coordinator, Building Assistant and Janitor) that the Assistant Portfolio Manager may supervise are union represented.

ESSENTIAL JOB QUALIFICATIONS

(Any equivalent combination of knowledge, skills, abilities, education, and experience)

EDUCATION: Bachelor’s degree or equivalent. Years of relevant experience may be substituted for the degree.

REQUIRED EXPERIENCE:  Five years working in housing, with a minimum of one year as a Building Manager.  Experience with diverse, low-income or special needs populations.  Knowledge of Landlord/Tenant laws.

LICENSURE/CERTIFICATION:  N/A

OTHER QUALIFICATIONS: Effective interpersonal skills to resolve conflict and work with a diverse low-income population; highly organized and detailed, clear and concise oral and written communication skills; effective problem solving and time management skills; flexible with the ability to work independently as well as in a team environment in various job locations and job roles; demonstrated leadership and administrative skills. Experience orienting and training staff to job duties, expectations, and policies. Proficient and experienced with Microsoft Office applications; particularly Word, Excel, and Outlook. Must be able to work efficiently and effectively with customized databases and technology, and conduct Internet research.

PREFERRED QUALIFICATIONS:  Knowledge of and experience with housing subsidies such as Low Income Housing Tax Credits, Section 8 and HUD.  Experience with Bostonpost or other Property Management software. Project management experience. Supervision and/or team leadership experience. Experience working with a unionized workforce.

Required Skills Required Experience