Portfolio Administrator

Reports to:                 Director of Operations

Department:               Property Management

Supervises:                 Resident Managers

Employment

Status:                         Full-time, Exempt

Overview:                This position is responsible for the general management of an owner’s property and budget, resident managers, and tenant relations.

Essential                    

Job Functions:                 

1.      Properties

a.       Oversee owner’s portfolio of properties

b.       Review monthly financial statements for properties

c.       Plan, obtain, approve and oversee proposals for building improvements (gardening, roofs, intercoms, gates, pool service, etc)

d.       Collect money from owners when necessary (request funds)

e.       Create and work within a property budget

f.        Schedule all city and state mandated inspections.  (Bank, section 8, health code violations)

g.       Conduct routine inspections of buildings to ensure rules of building and safety are upheld and resident managers are upholding house rules

2.      Occupancy

a.       Ensure full occupancy by recruiting and maintaining qualified tenants by performing the following, including but limited to:

b.       Review applications and interview applicants

c.       Research effective advertising techniques (website, Craigslist, newspaper, office rental listing, television, radio, internet, billboards, benches, inside buses, street signs, mailing to companies in the area, ads on top of Swami roof, AoA, etc.)

d.       Update Swami website vacancies, cross check to ensure accuracy

e.       Coordinate with Front Desk Administration to ensure vacancies are posted through advertising techniques

f.        Review and establish competitive rental rates

3.      Resident Managers

a.       Act as coach and mentor, including conducting coach/counseling sessions and periodic performance appraisals for Resident Managers

b.       Oversee the day to day activities of the Resident Managers

c.       Determine staffing requirements for the department

d.       Participate in the hiring and firing decisions

e.       Oversee the completion of legal forms and fair housing training

f.        Respond to outstanding Resident Manager and tenant disputes

g.       Coordinate with Resident Managers to conduct yearly unit inspections for preventative maintenance

h.       Respond DAILY to phone calls from resident managers needing assistance

4.      Tenants

a.       Create work orders to distribute to maintenance department

b.       Conduct all move-out statements within 21 days: walk thru with tenant and resident manager, charge back damages to unit (including but not limited to late fees, unpaid rents, prorations, tenant charge backs, etc)  

Collateral

Duties                       1.      Perform other tasks and special projects as required.

Requirements:                 

1.       High School diploma or GED required, higher degree preferred

2.       Minimum 3 years experience as Resident Manager, Property Supervisor or related position;

3.       Proven track record of managing a team of people

4.       Bi-lingual in Spanish and English a plus;

5.       Strong computer proficiency, including WORD, excel and Access;

6.       Strong command of internet research and navigation

7.       Excellent written and verbal communication skills;

8.       Ability to interface with all levels of individuals, both internally and externally, in a professional manner including tenants, co workers, resident managers and management;

9.       Team player, with strong work ethic and hands-on experience;

10.   Ability to exercise independent judgment and decision making;

11.   Experience handling conflict resolution in a tactful and productive manner;

12.   Strong organizational and time management skills;

13.   Able to work in a fast-paced environment with heavy deadlines;

14.   Must be highly adaptable to meet unexpected changes and delays;

15.   Ability to learn new software and implement use

16.   Some walking, standing, bending required;

17.   Required travel outside the office

Qualifications:             To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.