Property Site Coordinator

Bay Aging is seeking a Property Site Coordinator for our Westmoreland properties. The Property Site Coordinator will facilitate affordable and safe housing for residents living independently in age- and income-restricted rental housing. They are responsible for the daily operations at the following housing sites:

Mill Pond Village 56 Mill Pond Lane Montross VA 22520

Parker Run 96 Shelby Farm Road Montross VA 22520

The Meadows 400 Meadow Avenue Colonial Beach VA 22520

Reports to the Assistant Director Multifamily Housing Management. Pay Rate: $18.00-/hr-$21/hr

Essential functions

1. Property Management (30%) - Maintain safe properties:
   • Perform a weekly walk-through of the propertys inside/outside/common areas to check for repairs and maintenance needs.
   • Facilitate and monitor the work of on-site staff and contractors responsible for grounds maintenance building maintenance and cleanliness of the common areas.
   • Perform annual inspection of individual residential units to ensure compliance with lease terms and identify respective repairs/maintenance needs.
   • Responsible for move-in of new tenants and move-out of tenants leaving.
   • Ensure all residents comply with house rules and terms of the lease; Issue routine correspondence and initiate appropriate follow-up activities; Maintain detailed tenant files.
2. Tenant Certification (15%) Gather income information for new and existing tenants to determine the rent obligation for leasing the housing unit (annually and as changes in income occur); Enter all data into designated tenant management software; Produce monthly rental reports; Maintain orderly files of required documentation.
3. Rent Collection (10%) - Maintain tenant account balances to be accurate and collect the proper amount of rent each month. Understand the difference in tenant deposit account (P&S) and operations account. Deposit rent checks in the bank and send appropriate documentation to centralized Finance department; Issue routine notices in compliance with the Virginia Landlord Tenant Act for non-payment. Utilization of the HAP system and process.
4. Customer Care (20%) - On-going professional interactions with and points of contact for residents on a variety of matters ranging from leasing maintenance and human service needs; Work closely with and make referrals to Bay Aging Resident Service Coordination and/or Options Counseling; Respond to inquiries in a timely manner.
5. Miscellaneous Administrative Work (25%)
   • Follow Tenant Selection Plan criteria policies and procedures related to placing client pre-applications on the waiting list and processing full applications for new residents. This includes the review and verification of personal financial information credit history criminal history rental housing history etc.
   • Assist central management in maintaining a schedule of recurring preventative maintenance property upgrades and inspections.
   • Other duties as assigned.

DECISION MAKING

Work independently at the property and handle all regular tasks autonomously. Perform a variety of repetitive tasks driven by the monthly calendar (e.g. rent collection leasing reports recertifications) and non-repetitive tasks (e.g. resident interactions lease violations maintenance needs).Inform supervisor in cases leading to the possible eviction of a tenant.

KNOWLEDGE

Rely upon on-the-job training and experience to accomplish the work.Working knowledge of:

• Tenant information compliance and reporting software
• Standard property management lease obligations and landlord-tenant business interactions
• Microsoft Office programs (e.g. Word Excel Outlook)
• Application of the Virginia Residential Landlord and Tenant Act and Fair Housing law to age- and income-restricted rental housing.

Formal affordable housing training and/or rental housing management is preferred.

ABILITIES

• Establish and maintain effective relationships with a wide variety of people e.g. tenants and their families/aides contractors representatives of funding and regulatory agencies (i.e. local government agencies Virginia Housing Virginia Department of Housing and Community Development U.S. Department of Housing and Urban Development) and Bay Aging employees such as Facilities Maintenance Technicians Property Site Coordinators Resident Service Coordinators supervisors etc.
• Handle multiple priorities to meet monthly deadlines (e.g. rent collection deposits reports) while maintaining customer service with residents.
• Excellent verbal communication skills including listening to older adults to understand their needs and concerns in-person and over virtual platforms and telecommunication devices; Practice diplomacy when requests cannot be met.
• Excellent written communication skills (letters memos reports emails text messages etc.) and attention to detail.
• Ability to fairly apply relevant policies and procedures to all tenants and create/distribute correspondence in a professional and timely manner

Office-based position on-site at the apartment property with light physical requirements (ability to lift 25lbs walking climbing stairs). Limited travel required within the service area in addition to monthly financial deposits at nearby bank. Occasional overnight travel to attend trainings and meetings.

Requires a high school diploma or equivalent and three to five years of experience in office management customer service and/or property management. Must possess a valid drivers license.

FLSA status: This is a non-exempt position.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities duties or responsibilities that are required of the employee. From time to time the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race color religion sex national origin age veteran or disability status. Bay Aging is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation contact MaDena DuChemin Director Human Resources at Ext. 1228 or .