Assistant Manager

About the Role

• Title: Assistant Manager
• Reports To: General Manager II
• Department: Property Management
• Status: Regular, full-time
• FLSA Status: Non-Exempt
• Wage Range: $28.44 - $30.95
• Grant Funded: No
• Union Position: Yes
• Location: 864 Ellis St & 391 Leavenworth Street, San Francisco
• Schedule: 100% on-site; Monday through Friday, 8:30 a.m. to 5:00 p.m. (2 days at both locations and a 5-day split between the 2 locations)

The Assistant Manager supports the General Manager in managing property operations, policies, procedures, and programs. This role ensures the building is well-run and maintained, occupancy levels are acceptable, and residents have a supportive environment. The Assistant Manager also oversees tenant certifications with guidance from the General Manager and provides leadership in the General Manager's absence.

Key Responsibilities

• In the absence of the General Manager, perform supervisory, administrative, and management tasks.

• Aid or conduct new resident lease orientations, certifications, and responsibilities.

• Conduct background checks on applicants and make recommendations for acceptance or rejection.

• Interview prospective residents, show vacant units, and explain equipment usage.

• Manage, interview, and prepare the initial and recertification process for tenants' income and family composition.

• Keep and monitor lease and accounting records, accounts receivable/delinquency records, and eviction notices.

• Coordinate maintenance work orders.

• Inspect apartments and grounds for maintenance and repair needs.

• Attend and participate in professional activities, meetings, organizations, regulatory agency meetings, or inspections as needed.

• Submit required internal and external reports.

• Collaborate and partner with internal and external partners.

• Manage the day-to-day administration of the property office:

• Ensure the office is clean, professional, and well-organized.

• Answer telephones courteously and efficiently.

• Sort, distribute, open, and answer mail daily (in the absence of the Desk Clerk).

• Manage inventory and order administrative supplies and equipment.

• Maintain files, records, rental agreements, and other documents in an orderly manner.

• Schedule maintenance repairs, generate and file work orders, and conduct follow-ups.

• Maintain a businesslike and professional appearance.

• Be available by cell phone for emergencies for Desk Clerks.

• Assist the General Manager with special projects and administrative tasks.

• Collect rent and account for monies collected:

• Scan checks using the check scanner.

• Ensure prompt collection of subsidies and tenant receivables.

• Submit vacancy loss reimbursements.

• Enter payments into Yardi and monitor tenant receivables.

• Manage resident evictions and stipulations in compliance with court orders, as directed by the General Manager.

• Prepare and complete resident initial and re-certifications:

• Notify tenants in advance that their recertification is due.

• Collect necessary documentation from tenants, including income and asset information.

• Obtain third-party verification of tenant income and other relevant information.

• Complete the Tenant Income Certification (TIC) form.

• Review all collected information for compliance with LIHTC and other program rules.

• Submit to the General Manager for approval if the tenant continues to meet eligibility criteria.

• Submit recertification documentation to the compliance team.

• Maintain accurate records of all recertification documents and correspondence.

• Manage tenant relations effectively:

• Respond to all tenant requests promptly and courteously.

• Address tenant complaints and incident reports promptly and professionally.

• Build positive and respectful relationships with all tenants.

• Resolve conflicts with competence and empathy.

• Be aware and respectful of the cultural, economic, and special needs of tenants.

• Assist in enforcing property rules, regulations, lease, and lease addendums, and document/report any violations.

• Directly supervise desk clerks:

• Recruit and hire for vacant desk clerk positions.

• Approve timesheets.

• Prepare employee performance evaluations and recommendations for discipline or promotions.

• Monitor building expenditures and prepare payables for approval by the General Manager.

Requirements & Tech Stack

• Microsoft Office programs (Word, Excel, Outlook)
• Yardi (knowledge is a plus)
• TRACS software (if applying to a HUD building)

Qualifications

• Experience in serving diverse, low-income, and multi-ethnic communities with respect and empathy.
• Self-motivated and capable of solving problems independently.
• Proficient in verbal and written communication skills.
• Able to handle pressure situations with calmness and professionalism.
• Demonstrated knowledge of the general management of subsidized housing programs.
• 6 month - 1 year Experience in affordable programs completing Income Certifications.
• Associate degree, certificate of completion from a trade school and/or one or more years of related experience and/or training or equivalent combination of education and experience. (Preferred)
• Minimum of 1 year of supervisory experience. (Preferred)
• Certified HUD, Tax Credit Specialist, Low Income Tax Income (LIHTIC) designations and/or equivalents is a plus.
• Knowledge of Section 8 Housing Assistance Program practices and principles. (Preferred)
• Prior experience working in affordable housing, nonprofit residential property management. (Preferred)
• Knowledge and understanding of budget management and facilities issues. (Preferred)
• Knowledge of building systems, property management, and housing quality standards. (Preferred)
• Certification or knowledge of high-rise fire safety guidelines. (Preferred)
• Experience/Familiarity with the Tenderloin Neighborhood. (Preferred)
• Experience in conflict resolution, crisis intervention, resident relations. (Preferred)
• Knowledge of substance abuse and homelessness issues. (Preferred)
• Ability in a language other than English (e.g., Spanish, Chinese, Tagalog, etc.). (Preferred)
• Other duties as assigned as necessary by General Manager.