JOB TITLE: Position Summary
The Property Management Specialist (PMS) is responsible for overseeing the day-to-day operations of CCDSR's owned and leased residential properties. The PMS will handle a variety of tasks, including: leasing and tenant relations, maintenance requests, unit turnovers, enforcement of safety guidelines, building and ground maintenance and repair, and primary point of contact for landlords and building managers.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
Essential Functions
Leasing, Landlord & Tenant Relations
- Serve as primary contact for property owners, overseeing tenant lease-ups, move-ins, move-outs, and addressing tenant relations.
- Support Case Managers in conflict resolution and collaborate on interventions to prevent eviction and ensure housing stability.
- Coordinate property services with vendors, managing contracts, maintenance schedules, and compliance with health, safety, and housing regulations.
- Oversee budget management for property expenses, tracking expenditures to align with agency goals.
- Monitor property safety, conduct habitability inspections and addressing tenant concerns proactively.
- Educate tenants on rights and responsibilities, focusing on compassionate support and housing stability.
Administrative Support
- Maintain detailed records of leases, tenant files, and the agency online platform AppFolio.
- Maintain the master document for Agency Owned/Leased Housing locations which includes program assignment and source coding for rent, utilities, and maintenance expenses.
- Provide regular rental updates and assist Accounting with check requests for rent and other expenses.
- Prepare leasing reports for management and coordinate with Facilities for property upkeep and sustainability measures.
- Act as the emergency contact for property crises and facilitate tenant well-being during urgent situations.
- Develop workshops or materials to guide tenants on sustaining tenancy and navigating housing voucher processes.
Compliance & Documentation
- Ensure compliance with fair housing laws and leasing regulations, staying informed on legal updates.
- Manage contract budgets, monitor grant funding requirements, and make recommendations for operational improvements.
- Communicate effectively with agency programs and partners to achieve supportive housing goals and address tenant needs in crises.
- Implement quality improvement processes, oversee case records and ensure HIPAA compliance at housing sites.
- Engage in professional development to uphold best practices and support grant compliance.
- Build community partnerships to support residents’ housing.
- Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.
Other Responsibilities
- May assist in food preparation for client meals.
- Work with Diocese of Santa Rosa and local parishes as appropriate and requested.
- Perform other related duties as assigned.
Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.
Agency Culture
It is essential that all employees of Catholic Charities aspire to the following:
- A commitment to the agency’s mission, vision, and values.
- A commitment to excellence in everything we do.
- A commitment to performance and quality improvement.
- A commitment to outcomes and measured results.
- A commitment to innovation and to what is possible.
Education, Experience, and Skills Required
- High school diploma or HSE, 1-2 years of experience in leasing, property management, or real estate, required; associate or bachelor’s degree in real estate, business, or a related field, preferred.
- Computer literacy required including experience with Microsoft 365 Suite and property management software.
- Strong written and verbal communication, excellent organizational skills with a attention to detail, strong conflict resolution and problem-solving skills.
- Excellent customer service and interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with clients and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.
- Understanding of the challenges faced by people experiencing homelessness, including skill in working with vulnerable populations and mental health awareness.
- Ability to work under pressure and multitask in a fast-paced environment with a positive, solution-oriented approach.
- Passion and enthusiasm for the mission of Catholic Charities and its clients.
- Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.
- Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
- Bilingual (English/Spanish) preferred, but not required.
Job Analysis/Job Description Physical Requirements
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 sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.
Employee signature below constitutes employee's understanding of the essential duties, functions, and requirements of the position.
Employee Signature__________ Date_____________