1789 Associate Director of Facilities Affordable Housing

POSITION SUMMARY  

Under the direct supervision of the Senior Vice President of Property Operations, assists in ensuring that The company provides high quality property management to the people who reside in the units.

In conjunction with the Property Operations team, ensures maintenance programs and procedures are carried out in conformity with local, state, federal, lender, investor and regulatory requirements; and that all properties are operating at their optimum capacity.

Directly oversees the operations of the Facilities Department and the day-to-day management of the Facilities Staff.  Takes a leadership role in the formulation of operating and maintaining procedures and oversees adherence to them.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstrates a comprehensive knowledge of Affordable Housing regulations and acts as a resource to the Property Operations Team.
• Stays abreast of legislation, regulations and issues that may impact the operations of facilities management; interfaces with U.S. Department of Housing and Urban Development (HUD) and California Tax Credit Allocation Committee (CTCAC) to ensure regulatory compliance with the Real Estate Assessment Center (REAC) and Uniform Physical Condition Standards (UPCS). Disseminates relevant information, as appropriate to supervisor and property management staff.
• In collaboration with the Property Operations Team, monitors, assists and makes recommendations to maintain building & property security.
• Assists in the update, revision, and/or development of forms, reports, and manuals relating to property management issues and operations. Ensures implementation, and monitor progress as appropriate.
• Oversees and/or collaborates in the completion of regular physical inspections of The company’s portfolio to ensure they are maintained to The company standards.

• As it relates to facilities, attends all HUD industry meetings and other regulatory agency meetings as required and appropriate.
• Work with Real Estate Development Department and other appropriate departments to assure effective operations planning for new developments, including budget formulation, systems for managing the transition from development to property management, and oversight and documentation of ongoing compliance requirements.
• Work with other operating departments to develop effective and efficient policies and in collaboration with the SVP of Property Operations.
• Establish facilities maintenance standards at the highest level achievable and assure that a maximum level of customer service to residents, partners and customers is provided.
• Supports and takes a lead role in maintaining positive relationships with HPN Select representatives.
• Successfully on board all new maintenance vendors.
• Develops and delivers Pre-Agency, Safety and Structural Inspection programming for all properties.
• Develops and delivers Emergency Service programming, including After-Hours Emergency on-call schedule.
• Coordinates emergency service response for major building systems failures including fire and water loss events.  Ensures coordination between site staff, emergency restoration vendors, build-back contractors and insurance adjusters to deliver a safe and timely recovery.
• Ensure service vendor resourcing, scheduling and performance tracking for all site hubs.
• Develop Facilities and Systems Condition Indexes for strategic facilities planning.
• Works in conjunction with the DOP & SVP of Property Operations to improve operating efficiency and to ensure properties meet budget targets.
• As it relates to facilities, represents The company with its critical partners – lenders, investors, cities and other jurisdictions and facilitates communication and problem solving with its partners with the highest professional standard.

• Provides technical assistance to all sites for major non-capital repair/replacement projects.
• Provides leadership in the development of property goals related to the fiscal and physical health of the property.
• Provides review of annual operating and capital budgets, and assist new staff in the preparation; monitors budget performance.
• Oversees physical site inspections, pre-agency inspections and safety inspections of the entire portfolio to ensure properties are maintained to The company standards.

• Reviews/audits property maintenance activities to ensure compliance with established policies and procedures.
• Supports and takes the lead role in the annual Maintenance Appreciation Event.
• Assists Talent Development Department in the development and monitoring of facilities and maintenance training programs.
• Assists in the development and monitoring of all preventative emergency/disaster programs, such as but limited to fire, water loss and acts of God.
• As it relates to facilities, ensures timely, accurate, and complete reporting to Board Meetings and Property Operations Committee.
• In collaboration with Human Resources, assists in developing and maintaining compliance and systems standards, including but not limited to Health and Safety, New Hire Safety Orientation and Risk Control.
• Assist in the review of Net Operating Income (NOI) on all properties to assure effective expense control and maintenance costs.
• As it relates to the Operations Maintenance Budget, assists in the review and monitoring of monthly variance reports.
• Supports and takes the lead role in The company’s initiatives related to the physical conditions of all procurements.

SUPERVISORY RESPONSIBILITIES

Directly supervises Facilities Capital Projects Manager, Facilities Coordinator and Facilities Summer Intern. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

EDUCATION and/or EXPERIENCE

• A minimum of Ten years’ experience in varied construction trades or multi-family property maintenance or facilities; management experience in a senior maintenance or supervisory capacity; or an equivalent combination of education and experience in construction trades or multi-family property maintenance or facilities management. Minimum of two-year college or university program certificate or holds an active CA Contractors State License, Class B.
• Experience in managing facilities related affordable housing developments; including but not limited to: Department of Housing and Urban Development (HUD), Low Income Housing Tax Credits (LIHTC), Tax-Exempt Bonds, Rental Housing Construction Program (RHCP), California Housing Rehabilitation Program (CHRP), California Housing Finance Agency (CHFA), and Assisted Housing Program (AHP) properties.
• Working knowledge of applicable local and federal housing laws including Fair Housing and Landlord and Tenant laws required.
• Knowledge of apartment property management, preferably in an affordable housing management environment.

PREFERRED SKILLS and/or ABILITIES

• Proven ability to direct departmental activities; lead by example; formulate and execute company-wide goals and objectives and assess achievement
• Superior leadership skills with emphasis in staff supervision and development, particularly during a time of organizational transition; strategic thinker.
• Knowledge of affordable housing regulations, including but not limited to HUD, Low Income Housing Tax Credits, Tax-Exempt Bonds, RHCP, CHRP, CHFA, and AHP.
• Working knowledge of the California Edition of the Uniform Building Code.
• Thorough knowledge of landlord-tenant and fair housing laws and procedures.
• Knowledge of property maintenance, property marketing, and financial aspects of property management.
• Knowledge of basic employment laws as they relate to equal opportunity, hiring, training, promotion, evaluation and termination.
• Strong supervisory, personnel management, organizational, analytical and problem solving skills.
• Ability to delegate and communicate property management policies and procedures.
• Computer literate. Proficient in Word and Excel.  Experience with property management software (preferably Yardi).
  Excellent communication (verbal and written), problem solving, interpersonal, decision-making, interpersonal and time management skills.
• Ability to communicate and interface professionally and sensitively to staff, board, residents and public.
• Ability to represent the company to public officials and community groups.
• Ability to work under pressure and successfully meet deadlines.
• Must be able and willing to travel to all company locations to carry out duties and responsibilities associated with the management of property portfolio.
• Ability to handle shifting and multiple priorities in a fast paced, growth environment.
• Experience working with diverse groups, i.e., staff, residents, outside contacts.
• Commitment to the companies’ goals and philosophy.
• Working knowledge of the California Edition of the Uniform Building Code.
• Working knowledge of complex infrastructure systems such as but not limited to electrical, plumbing, carpentry, HVAC, building envelope and water proofing.
• Knowledge of OSHA regulations.

CERTIFICATES, LICENSES, REGISTRATIONS 

Valid California Driver’s License and insurance required.

LANGUAGE, MATH & REASONING SKILLS

Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to sit and use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms. Employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.    The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty 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.