Roving Property Operations Specialist - Ramsgate

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

This position provides support to Regional Director and/or Regional Managers with onboarding new properties, lease ups as well as providing support during staff transitions and turnovers.

• Provide Nexus support, such as creating and processing invoices.

• Create spreadsheet on which contracts to renew or not (based on what previous management currently has).
  • Review or create property current vendor list
  • Review all contracts (listing length of contract. Determine if any duplicate services need to be terminated or renewed).
  • Provide vendor letters of new management
  • Updating vendor accounts with new info, cancelling unnecessary contracts, setting up new vendor accounts as needed.
  • Assist with requesting insurance documents/vendor agreements/W9/business license

• Comparing individual ledger to what is noted in the file/aging report. Check for any rent increase notices etc.
  • Enter subsidies on ledger prior to BP set up, track rent change discrepancies (Which units didn’t have rent change granted, which were overpaid, which had tenant/subsidy portions that didn’t match out ledgers.
• Possibly do a sample audit-10% of the files. This would be ideal to complete prior to receiving keys to the site.
• Work with RM (or Director) and accountants with implementing the excel rent roll. Make it ready for the staff.

• Understand how to use all of BP functions (including work orders, transfers, move ins).
• BP set up (can assist with this entirely. Would need a few documents from RM ex: regulatory agreement, TCAC Reservation letter, rent roll w/ all household composition (initial move in date/ birthday/ ssn/ contract rent/ tenant rent/ subsidy/AMI), unit type composition per building (bedroom/bathroom sizes, how many bathrooms per bedroom, square footage). Copy of 8609 (to get placed in service date and question to 8b).
• Posting Rent Collections- tenant and subsidy. And rent batches.
• Compiling data for TICs, Rents, Balances, etc. Reviewing data, auditing preliminary reports.
• Adding applicant households in BP and processing their applications, certifications, move ins, subsidies, etc.

• Managing Lease up/ certification tracking Log
  • Generating and maintain spreadsheets to track applicant personal information, interview schedules, pending verifications and documentation, vacant and filled units, move in dates, lease completion, etc. Scheduling/conducting applicant interviews, and processing verifications.
  • Completing SFHA referral tracking spreadsheet, coordinating family briefing schedules with SFHA/Tenants, tracking number of referrals/need for additional referrals.
  • Reviewing tenant files to compile most recent TICs/ Lease signed dates, Rents, HH Size, etc.
• Waitlist: Reviewed waitlists left by old management, rebuilt working excel list from pdfs, purged waitlist.
• 3 Day Notices: Generate 3 day pay or quit notices based on last 12 months of money owed. Met with tenants to review rent rolls, clarify charges, correct errors or out of date information on the old rent rolls

• Nexus- overview on how to create and process invoices. (TL will provide Training, and available webinars)
• Knowledge/expertise in setting up/reviewing vendors: review vendors/vendor contracts after takeover. Set up. (Review vendor agreement, and TL (and TU) can provide overview and process)
• Become more proficient in reading and understanding property financials/ledgers/budgets. (TL will provide training)

 Assist with special projects as requested.

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below 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.

• Basic mathematical skills with proficiency in reading, writing, and speaking English.
• Able to work in a fast-paced environment with ability to prioritize assignments to meet deadlines.
• Minimum of 2 years of experience in management, training and evaluation with Tax Credit properties.
• Knowledge of Microsoft Word, Excel and Outlook are essential. Boston Post software knowledge is a plus.
• Knowledge of property financials/ledgers/budgets. (Training will be provided.)
• Demonstrate knowledge on Microsoft Office programs such as Word, Excel, and Outlook.  Knowledge of FileMaker Pro a plus, but not necessary.
• Demonstrate ability to work with technology and software development.