JOB SUMMARY

The Portfolio Coordinator supports Plymouth residents by working closely with the Portfolio Manager and Assistant Portfolio Manager to ensure that housing-related services are offered in a fair, respectful, harm reduction, trauma informed, and culturally proficient manner consistent with Plymouth’s mission and also serves being part of an offsite Property Management (PM) team that services Plymouth’s properties and ensures they are maintained in a way that supports the residents’ needs. Specific tasks related to this position (but are not limited to) include general administrative tasks as assigned by the managers and by performing various property management tasks, i.e., depositing rent payments, preparing and filing lease/compliance documents, tracking unit turn progress, facilitating lease signings, participating in onsite PM office hours, scheduling vendor work, ordering supplies, managing team and building calendars, drafting resident notices, entering information into the property management data base, and preparing reports.

This is a unionized position, represented by Local 8 of the Office and Professional Employees International Union (OPEIU).

ESSENTIAL JOB FUNCTIONS

(Responsibilities, accountabilities, and competencies; may not include all duties of this job)

Tenant Relations

• Builds effective and professional relationships with residents.
• Participates in onsite PM office hours.
• 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.
• Monitors and respond to communication from resident or resident representatives as supervised by a manager.

General Administrative Support

• Assists 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 tenants and serves as a backup facilitator to the Portfolio Manager and/or Assistant Portfolio Manager within the portfolio in their absence or when needed.
• Completes and serves tenant notices, i.e., letters, rent bills, recertification notice, notice of death, 3-day notices, 10-day notices as directed by the managers.
• Ensures accurate and timely preparation, completion, and submission of lease and compliance documents to appropriate departments and partners.
• 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

• 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, Tenant Grievances, work orders, and Notices to Vacate.
• Receives, processes, and tracks work orders.
• Coordinates activities and work performed by contractors and Plymouth maintenance staff.
• Monitors unit turn progress and 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.
• Orders building supplies as directed by managers and maintains inventories.

Database and Reporting

• Uses property management software to enter tenant 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.

Other

Performs other work-related duties as requested by the Portfolio Manager and/or the Assistant Portfolio Manager.

ESSENTIAL JOB QUALIFICATIONS

(Any equivalent combination of knowledge, skills, abilities, education, and experience):

Education: AA Degree or an equivalent combination of education and relevant work experience.

Required Experience: One year customer service experience and/or one year working in a similar position or environment.

Licensing Requirements: Valid Washington State Driver license and insurable driving record.

Knowledge, Skills, and Abilities

• Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
• Strong interpersonal skills and judgement to interact effectively with tenants, staff and the public, and enforce appropriate boundaries with tenants.
• Strong administrative support experience and communication (written and verbal) skills.
• Outstanding attention to detail and organizational skills.
• Adept at problem-solving and persisting through resolution.
• Ability to work independently as well as in a team environment.
• Proficient and experienced with Microsoft Office applications, particularly Word, Excel, Outlook, and Teams. Must be able to work efficiently and effectively with customized databases and technology, and conduct Internet research.
• Committed to providing quality service to our tenants and empathetic to their needs.
• Ability to be adaptable and flexible in situations of ambiguity.

Desired Qualifications:

• 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.