Community Manager II - Faith Tennyson, Hayward CA
Eden Housing, Inc., Hayward, CA, United States
Position Summary
Under the direction of the Property Supervisor, the Community Manager II is responsible for the overall operation of the property and for implementing the policies, procedures and programs that ensure a well‑managed and maintained community following established management operating and fiscal policies while complying with all regulatory agencies and investors. The role includes developing a supportive environment for all residents, ensuring sound fiscal management, maintaining an acceptable occupancy level, keeping buildings and grounds clean and well‑maintained, managing onsite staff, supervising vendors, and, when applicable, working with a Board of Directors.
The Community Manager II must relate well to people, exercise good judgment and discretion when dealing with residents, visitors, vendors and staff, provide leadership in community development, and facilitate a cooperative team environment among staff, residents, the Resident Service Coordinator, agencies and visitors.
The Community Manager II directly supervises one or more employees in accordance with Eden Housing’s policies and applicable laws. Community Managers who live on‑site will perform the duties listed in the attached Night Manager job description, responding to all after‑hours emergencies or building problems that arise.
Essential Duties And Responsibilities
Physical Asset and Maintenance/Janitorial Management
Supervises maintenance and janitorial staff, including contract or temporary personnel working at the property.
Supervises all vendors, contractors, and service providers, paid or volunteer, to ensure completion and quality of work.
Establishes a schedule for personnel to be available for emergency maintenance.
Schedules routine maintenance and janitorial work and follows up on inspections.
Ensures completion of required preventative maintenance checklists by day, week, month or year, and that all tasks are completed on time.
Conducts informal inspections of the property to ensure proper maintenance and safety.
Inspects exterior and interior common areas monthly with an approved checklist.
Performs bi‑annual or more frequent inspections of units, follows up with housekeeping letters, prepares work orders, and manages maintenance chargebacks to residents.
Ensures all vacant apartment turnover procedures are followed and that turnovers are completed within standards and budgetary limits.
Reviews completed and outstanding work orders daily and ensures timely completion consistent with Eden policies and procedures.
Prepares a list of anticipated capital replacements and submits to the Property Supervisor for budget planning.
Prepares inventory of building contents, tools and equipment annually or as requested and forwards to the Property Supervisor for review.
Bid out and select contract services, negotiate vendor agreements and monitor day‑to‑day vendor performance under the supervision of the Property Supervisor.
Ensures the building and its contents comply with all applicable municipal and fire codes.
Provides written recommendations for physical repairs, replacements, improvements, supplies and equipment to the Property Supervisor.
Conducts quarterly safety inspections and other required inspections, producing reports.
Ensures adherence to all maintenance requirements of Eden Housing.
Marketing and Leasing
Maintains full occupancy.
Markets units by preparing advertising and marketing programs in compliance with federal, state, local, and regulatory requirements; makes recommendations for program improvement.
Assigns units in order from the waiting list according to Eden Housing policy and procedures, ensuring compliance with all regulations.
Reviews all completed rental applications and leases for accuracy, completeness and compliance with Eden Housing’s Resident Selection Policy.
Supervises staff during turnover of vacant rental units.
Conducts applicant interviews, verifies income, and collects deposits and rents in accordance with policy.
Obtains appropriate documentation and completes certifications.
Walks each vacant apartment after maintenance or vendor completion to ensure cleanliness and readiness for showing.
Walks the entire property daily to verify common areas, landscaping, laundry, and other facilities are in good condition.
Supervises move‑in and move‑out procedures.
Conducts marketing and public‑relations tours during office hours or by appointment, as appropriate.
Assists the Property Supervisor in preparing regular market surveys as requested.
Prepares weekly reports, monthly budget variance reports, management overview reports, and ensures resident lists are accurate and up‑to‑date.
Resident Management
Attends and participates in community activities, meetings, agencies, regulatory agency meetings or inspections as directed by the Property Supervisor.
Promotes harmonious relations among residents, staff, vendors, and the larger community.
Maintains congenial relationships with all residents, respecting cultural background, economic status, special needs, and adhering to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
Develops a sense of community through resident‑to‑resident and staff‑to‑resident interactions and positive activities.
Ensures all site staff respond promptly, efficiently and courteously to resident requests or complaints.
Receives repair requests, schedules repairs with maintenance staff, and follows up to ensure completion.
Manages resident evictions in compliance with court orders and direction from Eden Housing’s legal counsel or Property Supervisor.
Convenes and chairs resident meetings in accordance with Eden Housing standards and requirements.
Coordinates with Resident Services to assist residents with social services needs or problems.
Provides each resident a comment and evaluation form annually, prepares a summary for submission to the Property Supervisor, and acts on feedback as directed.
Develops and supports resident organizations as needed and as requested by residents.
Represents the property to local social service agencies and funding sources as requested.
Financial Reporting and Control
Ensures the successful day‑to‑day financial management of the property and maintains all necessary financial records and files in good order.
Collects rents and other monies, ensuring transactions are processed accurately in the YARDI computer accounting system per Eden Housing procedures.
Supervises or completes daily deposits of all monies collected.
Reviews delinquent accounts and resident receivables and determines the necessary action to collect balances in consultation with the Property Supervisor.
On a monthly basis compares lease information with the monthly rent roll to ensure deposits, rents and move‑in dates are accurate.
Reviews the property’s monthly income and expense statement and reports problematic areas to the Property Supervisor.
Prepares the initial draft of the annual site budget by the deadline given each year by the Property Supervisor.
Maintains compliance with the budget during the fiscal year to ensure fiscal integrity under the direction of the Property Supervisor.
Prepares weekly vacancy and delinquency reports and submits them to the Eden Housing office on time.
Completes monthly budget variance and incident reports within the required time frames.
Adheres to all accounting and reporting procedures required by Eden Housing.
Regulatory Requirements
Supervises or completes all resident files at move‑in and at each recertification accurately and completely.
Ensures timely and accurate income recertification of all residents within regulatory guidelines.
Maintains all resident documents and forms including leases, income certifications and recertifications.
Ensures compliance with regulatory and financial partner requirements and provides requested reports accurately and on time.
Provides reports to the Property Supervisor upon request.
Administration
Manages the day‑to‑day administration of the property office, including answering telephones, interacting with residents politely, sorting mail, coding invoices, and handling inquiries.
Ensures the office is clean, organized and presentable.
Adheres to Eden Housing performance standards.
Exercises common sense, good judgment, and consistency in daily interactions.
Applies property rules consistently, and documents and reports all violations in the property log.
Maintains proper maintenance and storage of property files and records.
Ensures all staff follow systems, procedures, timelines and formats established by Eden Housing.
Collects, analyzes and reports statistical data requested to assess the property’s needs.
Responds to emergencies promptly and assigns staff as needed; completes incident reports and forwards them to the Property Supervisor within 24 hours.
Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.
Attends trade association meetings and seminars to stay current on industry conditions as required.
Communicates and resolves problems, making recommendations to the Property Supervisor as necessary.
Personnel Management
Interviews, hires, trains, evaluates, motivates, disciplines and terminates all staff under the direction of the Property Supervisor and Eden Housing Personnel Policies.
Conducts introductory and annual evaluations of all staff, setting goals in accordance with departmental objectives; recommends promotions, salary adjustments and disciplinary actions.
Determines the appropriate personnel needed for maintenance jobs, consulting with the lead maintenance technician and securing approval from the Property Supervisor.
Collaborates with Resident Services staff to resolve resident issues.
Reviews, approves and submits employee timesheets to the Central office per payroll schedule.
Ensures appropriate staff development and training for all employees, including the manager.
Completes Workers Compensation reports for injured employees.
Ensures all staff comply with fair housing laws.
Fosters a productive working relationship among staff and inspires teamwork and cooperation.
Ensures staff interact professionally and respectfully with residents and each other.
Housing Program
Ensures the property’s housing program (services and activities) is maintained per governing documents, the Board of Directors, Eden Housing, and regulatory agencies.
Other Community Management Tasks
Provides direct assistance and direction during after‑hours emergencies.
Schedules and supervises fire alarm inspections and completes required paperwork.
Conducts monthly staff meetings with safety as a standing agenda item.
Performs other tasks not outlined above as assigned by the Property Supervisor.
Supervisory Responsibilities
Directly supervises one or more employees in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems, under the supervision of the Property Supervisor. The manager may travel and assist at other communities as needed.
Other duties as assigned.
Education and Experience
Two years’ experience in affordable housing management, including at least one year of staff management, maintenance and project management and reporting.
Other Criteria
Oversees a minimum of 70 units.
Preferred Skills and/or Abilities
Willingness to learn and troubleshoot preventive plumbing, electrical, landscaping and ongoing maintenance issues.
Positive attitude, good sense of humor, energetic, assertive, and capable role model for subordinates.
Demonstrated professional integrity.
Excellent communication and customer service skills; strong attention to detail.
Knowledge of Word, Excel; Yardi software knowledge a plus.
Ability to handle many projects simultaneously and shift priorities in a fast‑paced environment.
Second language skill a plus.
Certificates, Licenses, Registrations
ARM certification preferred.
Experience with HUD and/or CTCAC properties required; must obtain TCS and COS certification within 12 months of hire.
Language, Math & Reasoning Skills
Ability to read and comprehend written instructions, short correspondence and memos; write simple correspondence; present information in one‑on‑one situations and to small groups; interpret documents such as safety rules, operating instructions and procedure manuals; write routine reports and correspondence; speak effectively before groups of residents or staff; willingness to learn to prepare annual budgets; perform basic arithmetic with money and measurement; apply common sense to carry out instructions; handle problems involving several variables in standardized situations; interpret instructions furnished in writing, oral or schedule form.
Physical/Sensory/Cognitive Demands
Physical
Approximately 40 % of the job is done sitting, 30 % standing and 30 % walking. Frequently moves, stoops, bends, kneels, twists or pulls equipment such as janitorial carts. Occasionally lifts items 16–50 pounds, pushes 20 pounds, climbs ladders, kneels or grasps objects, and may be required to crouch to inspect the property.
Must be able to navigate all areas of the property independently.
Vision
Must be able to proofread documents, read policies, procedures and hand‑written information.
Hearing
Must be able to receive verbal information over the phone and in person; distinguish emergency equipment sounds from other environmental sounds.
Smell
Must detect foreign or unpleasant odors while walking through buildings (e.g., a natural gas leak).
Concentration
Must concentrate amidst constant interruptions.
Attention Span
Must attend to tasks for more than 60 minutes at a time.
Conceptualization
Must remember verbal or written information for unlimited periods of time.
Work Environment
The work environment is typically moderate in noise level.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The listed requirements represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Description Revision
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management, the organization reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.
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Under the direction of the Property Supervisor, the Community Manager II is responsible for the overall operation of the property and for implementing the policies, procedures and programs that ensure a well‑managed and maintained community following established management operating and fiscal policies while complying with all regulatory agencies and investors. The role includes developing a supportive environment for all residents, ensuring sound fiscal management, maintaining an acceptable occupancy level, keeping buildings and grounds clean and well‑maintained, managing onsite staff, supervising vendors, and, when applicable, working with a Board of Directors.
The Community Manager II must relate well to people, exercise good judgment and discretion when dealing with residents, visitors, vendors and staff, provide leadership in community development, and facilitate a cooperative team environment among staff, residents, the Resident Service Coordinator, agencies and visitors.
The Community Manager II directly supervises one or more employees in accordance with Eden Housing’s policies and applicable laws. Community Managers who live on‑site will perform the duties listed in the attached Night Manager job description, responding to all after‑hours emergencies or building problems that arise.
Essential Duties And Responsibilities
Physical Asset and Maintenance/Janitorial Management
Supervises maintenance and janitorial staff, including contract or temporary personnel working at the property.
Supervises all vendors, contractors, and service providers, paid or volunteer, to ensure completion and quality of work.
Establishes a schedule for personnel to be available for emergency maintenance.
Schedules routine maintenance and janitorial work and follows up on inspections.
Ensures completion of required preventative maintenance checklists by day, week, month or year, and that all tasks are completed on time.
Conducts informal inspections of the property to ensure proper maintenance and safety.
Inspects exterior and interior common areas monthly with an approved checklist.
Performs bi‑annual or more frequent inspections of units, follows up with housekeeping letters, prepares work orders, and manages maintenance chargebacks to residents.
Ensures all vacant apartment turnover procedures are followed and that turnovers are completed within standards and budgetary limits.
Reviews completed and outstanding work orders daily and ensures timely completion consistent with Eden policies and procedures.
Prepares a list of anticipated capital replacements and submits to the Property Supervisor for budget planning.
Prepares inventory of building contents, tools and equipment annually or as requested and forwards to the Property Supervisor for review.
Bid out and select contract services, negotiate vendor agreements and monitor day‑to‑day vendor performance under the supervision of the Property Supervisor.
Ensures the building and its contents comply with all applicable municipal and fire codes.
Provides written recommendations for physical repairs, replacements, improvements, supplies and equipment to the Property Supervisor.
Conducts quarterly safety inspections and other required inspections, producing reports.
Ensures adherence to all maintenance requirements of Eden Housing.
Marketing and Leasing
Maintains full occupancy.
Markets units by preparing advertising and marketing programs in compliance with federal, state, local, and regulatory requirements; makes recommendations for program improvement.
Assigns units in order from the waiting list according to Eden Housing policy and procedures, ensuring compliance with all regulations.
Reviews all completed rental applications and leases for accuracy, completeness and compliance with Eden Housing’s Resident Selection Policy.
Supervises staff during turnover of vacant rental units.
Conducts applicant interviews, verifies income, and collects deposits and rents in accordance with policy.
Obtains appropriate documentation and completes certifications.
Walks each vacant apartment after maintenance or vendor completion to ensure cleanliness and readiness for showing.
Walks the entire property daily to verify common areas, landscaping, laundry, and other facilities are in good condition.
Supervises move‑in and move‑out procedures.
Conducts marketing and public‑relations tours during office hours or by appointment, as appropriate.
Assists the Property Supervisor in preparing regular market surveys as requested.
Prepares weekly reports, monthly budget variance reports, management overview reports, and ensures resident lists are accurate and up‑to‑date.
Resident Management
Attends and participates in community activities, meetings, agencies, regulatory agency meetings or inspections as directed by the Property Supervisor.
Promotes harmonious relations among residents, staff, vendors, and the larger community.
Maintains congenial relationships with all residents, respecting cultural background, economic status, special needs, and adhering to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.
Develops a sense of community through resident‑to‑resident and staff‑to‑resident interactions and positive activities.
Ensures all site staff respond promptly, efficiently and courteously to resident requests or complaints.
Receives repair requests, schedules repairs with maintenance staff, and follows up to ensure completion.
Manages resident evictions in compliance with court orders and direction from Eden Housing’s legal counsel or Property Supervisor.
Convenes and chairs resident meetings in accordance with Eden Housing standards and requirements.
Coordinates with Resident Services to assist residents with social services needs or problems.
Provides each resident a comment and evaluation form annually, prepares a summary for submission to the Property Supervisor, and acts on feedback as directed.
Develops and supports resident organizations as needed and as requested by residents.
Represents the property to local social service agencies and funding sources as requested.
Financial Reporting and Control
Ensures the successful day‑to‑day financial management of the property and maintains all necessary financial records and files in good order.
Collects rents and other monies, ensuring transactions are processed accurately in the YARDI computer accounting system per Eden Housing procedures.
Supervises or completes daily deposits of all monies collected.
Reviews delinquent accounts and resident receivables and determines the necessary action to collect balances in consultation with the Property Supervisor.
On a monthly basis compares lease information with the monthly rent roll to ensure deposits, rents and move‑in dates are accurate.
Reviews the property’s monthly income and expense statement and reports problematic areas to the Property Supervisor.
Prepares the initial draft of the annual site budget by the deadline given each year by the Property Supervisor.
Maintains compliance with the budget during the fiscal year to ensure fiscal integrity under the direction of the Property Supervisor.
Prepares weekly vacancy and delinquency reports and submits them to the Eden Housing office on time.
Completes monthly budget variance and incident reports within the required time frames.
Adheres to all accounting and reporting procedures required by Eden Housing.
Regulatory Requirements
Supervises or completes all resident files at move‑in and at each recertification accurately and completely.
Ensures timely and accurate income recertification of all residents within regulatory guidelines.
Maintains all resident documents and forms including leases, income certifications and recertifications.
Ensures compliance with regulatory and financial partner requirements and provides requested reports accurately and on time.
Provides reports to the Property Supervisor upon request.
Administration
Manages the day‑to‑day administration of the property office, including answering telephones, interacting with residents politely, sorting mail, coding invoices, and handling inquiries.
Ensures the office is clean, organized and presentable.
Adheres to Eden Housing performance standards.
Exercises common sense, good judgment, and consistency in daily interactions.
Applies property rules consistently, and documents and reports all violations in the property log.
Maintains proper maintenance and storage of property files and records.
Ensures all staff follow systems, procedures, timelines and formats established by Eden Housing.
Collects, analyzes and reports statistical data requested to assess the property’s needs.
Responds to emergencies promptly and assigns staff as needed; completes incident reports and forwards them to the Property Supervisor within 24 hours.
Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.
Attends trade association meetings and seminars to stay current on industry conditions as required.
Communicates and resolves problems, making recommendations to the Property Supervisor as necessary.
Personnel Management
Interviews, hires, trains, evaluates, motivates, disciplines and terminates all staff under the direction of the Property Supervisor and Eden Housing Personnel Policies.
Conducts introductory and annual evaluations of all staff, setting goals in accordance with departmental objectives; recommends promotions, salary adjustments and disciplinary actions.
Determines the appropriate personnel needed for maintenance jobs, consulting with the lead maintenance technician and securing approval from the Property Supervisor.
Collaborates with Resident Services staff to resolve resident issues.
Reviews, approves and submits employee timesheets to the Central office per payroll schedule.
Ensures appropriate staff development and training for all employees, including the manager.
Completes Workers Compensation reports for injured employees.
Ensures all staff comply with fair housing laws.
Fosters a productive working relationship among staff and inspires teamwork and cooperation.
Ensures staff interact professionally and respectfully with residents and each other.
Housing Program
Ensures the property’s housing program (services and activities) is maintained per governing documents, the Board of Directors, Eden Housing, and regulatory agencies.
Other Community Management Tasks
Provides direct assistance and direction during after‑hours emergencies.
Schedules and supervises fire alarm inspections and completes required paperwork.
Conducts monthly staff meetings with safety as a standing agenda item.
Performs other tasks not outlined above as assigned by the Property Supervisor.
Supervisory Responsibilities
Directly supervises one or more employees in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems, under the supervision of the Property Supervisor. The manager may travel and assist at other communities as needed.
Other duties as assigned.
Education and Experience
Two years’ experience in affordable housing management, including at least one year of staff management, maintenance and project management and reporting.
Other Criteria
Oversees a minimum of 70 units.
Preferred Skills and/or Abilities
Willingness to learn and troubleshoot preventive plumbing, electrical, landscaping and ongoing maintenance issues.
Positive attitude, good sense of humor, energetic, assertive, and capable role model for subordinates.
Demonstrated professional integrity.
Excellent communication and customer service skills; strong attention to detail.
Knowledge of Word, Excel; Yardi software knowledge a plus.
Ability to handle many projects simultaneously and shift priorities in a fast‑paced environment.
Second language skill a plus.
Certificates, Licenses, Registrations
ARM certification preferred.
Experience with HUD and/or CTCAC properties required; must obtain TCS and COS certification within 12 months of hire.
Language, Math & Reasoning Skills
Ability to read and comprehend written instructions, short correspondence and memos; write simple correspondence; present information in one‑on‑one situations and to small groups; interpret documents such as safety rules, operating instructions and procedure manuals; write routine reports and correspondence; speak effectively before groups of residents or staff; willingness to learn to prepare annual budgets; perform basic arithmetic with money and measurement; apply common sense to carry out instructions; handle problems involving several variables in standardized situations; interpret instructions furnished in writing, oral or schedule form.
Physical/Sensory/Cognitive Demands
Physical
Approximately 40 % of the job is done sitting, 30 % standing and 30 % walking. Frequently moves, stoops, bends, kneels, twists or pulls equipment such as janitorial carts. Occasionally lifts items 16–50 pounds, pushes 20 pounds, climbs ladders, kneels or grasps objects, and may be required to crouch to inspect the property.
Must be able to navigate all areas of the property independently.
Vision
Must be able to proofread documents, read policies, procedures and hand‑written information.
Hearing
Must be able to receive verbal information over the phone and in person; distinguish emergency equipment sounds from other environmental sounds.
Smell
Must detect foreign or unpleasant odors while walking through buildings (e.g., a natural gas leak).
Concentration
Must concentrate amidst constant interruptions.
Attention Span
Must attend to tasks for more than 60 minutes at a time.
Conceptualization
Must remember verbal or written information for unlimited periods of time.
Work Environment
The work environment is typically moderate in noise level.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The listed requirements represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Description Revision
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management, the organization reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.
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