Property Coordinator

About the role

The Property Coordinator supports Plymouth residents by working closely with the Portfolio Manager and Assistant Portfolio Manager to ensure housing-related services are offered in a fair, respectful, harm reduction, trauma informed, and culturally proficient manner consistent with Plymouth’s mission. This position is part of the Property Management (PM) team that services Plymouth’s properties and ensures they are maintained in a way that supports the residents' needs.

Responsibilities

• Builds effective and professional relationships with residents.
• Receives, investigates, and troubleshoots resident concerns and complaints related to lease, building rules, rent, work orders, and/or income recertification before escalating it to the managers for resolution.
• Makes sure to monitor and respond to communication from residents or resident representatives as supervised by a manager.
• Aids with general support as needed (examples: faxing, making copies, scanning, filing, etc.)
• Uses MS Office programs for email, scheduling appointments, writing reports and organizing information and files.
• Manages the PM team calendar and building calendars.
• Answers phone and follows proper phone procedures.
• Organizes and maintains files according to established procedures.
• Leasing and Compliance Documentation:
• Occasionally conducts lease signings and provides initial orientation of the building to new residents and serves as a backup facilitator to the Portfolio Manager and/or Assistant Portfolio Manager within the portfolio in their absence or when needed.
• Serves as a backup for the Portfolio Manager and/or Assistant Portfolio Manager in completing and serving resident notices, i.e., letters, rent bills, 48-hour notices, recertification notice, notice of death, as directed by the managers.
• Completes and serves resident notices, i.e., letters, rent bills, 48-hour notices, recertification notice, notice of death, as directed by the managers.
• Prepares documents required for legal proceedings.
• Works with onsite Permanent Supportive Housing (PSH) staff in gathering of resident information and resident paperwork including re-certification information as necessary.
• Operation Coordination:
• Collections, deposits, and processes rent for assigned buildings within the Portfolio.
• Prepares, distributes, and files monthly rent bills, rent receipts, and payment plans.
• Completes and/or processes documentation forms such as Incident Reports, Resident Grievances, work orders, and Notices to Vacate.
• Coordinates activities and work performed by contractors and Plymouth maintenance staff.
• Maintains the Unit Turn Report with accurate dates and notes.
• Conducts monthly building key audits.
• Orders, replenishes, and organizes replacement keys in the building key cabinets.
• Assists residents with unit services including but not limited to, re-entry into individual unit if locked out during business hours.
• Orders building supplies as directed by managers and maintains inventories.
• Database and Reporting:
• Uses property management software to enter resident rents, move-ins, move-outs, maintenance requests, and related Property Management, Compliance, and Maintenance information in accordance with Plymouth policies.
• Prepares reports used by the PM team (A/R Aging Report, Vacancy Report, etc.).
• Team Support:
• Attends mandatory meetings and trainings.
• Participates and contributes to meeting of team goals.
• Building Security and Safety:
• Maintains building security by monitoring and following all building/staff safety and emergency procedures, including use of radios, according to Plymouth policies.
• Maintains safety and security by monitoring all general access areas, including for unauthorized guests, and informs site leadership of any violation of program rules; intervene on residents’ behalf to remove unauthorized guests, including calling 911.
• Conducts safety/floor checks and promotes a safe, positive, and sanitary environment for residents and staff.
• Performs light janitorial tasks in all areas of facilities, including, but not limited to, common areas, front office, restrooms, trash rooms, equipment rooms, sidewalks.
• Intervenes in crises, responds to emergencies, and initiates action as required, including contact with emergency response systems while focusing on the tenets of harm reduction and trauma-informed care.
• Mediates conflict using de-escalation, conflict mediation and other techniques as needed.

Qualifications

• AA Degree or an equivalent combination of education and relevant work experience.
• One year customer service experience and/or one year working in a similar position or environment.
• Experience in supportive housing and working with diverse, low-income or special needs population is desired.
• Experience in rule enforcement, including lease and building rules as well as Seattle Landlord Tenant law is desired.
• Working knowledge of section 8 subsidy program or low-income housing tax credit regulations is desired.
• Ability to speak a second language or ability to speak the Spanish language to assist in working directly with people from diverse racial, ethnic, and socioeconomic backgrounds is desired.

Benefits

This is a full-time position with benefits. Plymouth Housing offers a comprehensive benefits package for Full-Time employees, including Medical, Dental, Vision, PTO, and 403(b) options. Additionally, employees have access to supplementary benefits such as the Employee Assistance Program, a subsidized ORCA pass, and more.