Chief Operating Officer PM

POSTGRADUATE CENTER FOR MENTAL HEAL•New York, NY

21d•$250,000 - $300,000•Onsite

About The Position

The Chief Operating Officer (COO) of Property Management provides strategic leadership and executive oversight of the PCMH/CHC property management portfolio. The COO directs the Property Management Division and is responsible for operational efficiency, financial performance, regulatory compliance, property maintenance, and effective housing administration. The role establishes operational standards and ensures that properties are managed safely, efficiently, and with fiscal responsibility. Reporting directly to the Chief Executive Officer (CEO), the COO works with executive leadership to support organizational objectives, promote housing stability, and ensure accountability across the portfolio. The Property Management Division oversees rent billing and collection, leasing and lease enforcement, legal eviction coordination, maintenance and repairs, unit turnover, supers and porters, vendors, housing eligibility certifications, recertifications, and property-related compliance. The Service Division retains responsibility for tenant and supportive services, case management, clinical programs, and supervision and quality of service and clinical staff. The divisions coordinate on tenant needs, housing stability, accommodations, safety incidents, and crisis response while protecting confidentiality and maintaining distinct decision rights. The COO escalates conflicts between property obligations and service-program needs to the CEO. The COO oversees property personnel and operations, including rent and tenancy administration, affordable housing certifications, maintenance and capital work, inventory and asset management, risk controls, budgets, vendors, property assessments, corrective action, tenant relations, and portfolio transitions. The role establishes reporting and performance systems, provides weekly and monthly operating and financial reports, promptly escalates significant incidents and risks, and exercises delegated authority within approved budgets and limits. CEO approval is required for specified decisions, including unbudgeted major expenditures, senior hiring, material contracts, major litigation, and changes in portfolio strategy.

Requirements

Minimum of 10 years of progressively responsible property management experience.
At least five years of experience in a senior leadership or executive capacity.
Demonstrated experience overseeing multifamily, affordable, or supportive housing portfolios, including financial performance, regulatory compliance, and organizational leadership.
Knowledge of affordable and supportive housing program requirements, fair housing, and housing compliance.
Knowledge of property management systems, rent administration, leasing, and collections.
Knowledge of building operations, preventive maintenance, safety, and regulatory standards.
Knowledge of operating budgets, financial reporting, procurement, and inventory control.
Knowledge of performance dashboards, property inspections, emergency preparedness, and operational risk management.
Executive leadership, staff supervision, and organizational accountability skills.
Strong financial, operational, and analytical judgment.
Effective communication, negotiation, and cross-divisional collaboration skills.
Ability to prioritize emergencies, resolve complex issues, and lead continuous improvement.
Ability to develop strategic operating plans, set measurable expectations, and hold leaders accountable for results.
Proficiency with property management technology, data analysis, and executive reporting.

Nice To Haves

Master’s degree in Business Administration (MBA), Real Estate, Public Administration, Finance, or a related field is strongly preferred.
Professional certifications in property management or affordable housing administration are preferred.

Responsibilities

Direct and evaluate property managers, regional supervisors, maintenance leadership, supers, porters, leasing, compliance, and administrative personnel through an approved reporting structure.
Establish job descriptions, supervision, staffing and coverage plans, training, performance reviews, succession planning, and standards for responsiveness, professionalism, tenant treatment, documentation, safety, and ethical conduct.
Manage employee issues and recommend senior appointments or organizational changes for executive approval.
Oversee rent rolls, tenant ledgers, billing, collections, arrears follow-up, payment plans, and reconciliation with Finance.
Supervise vacancies, marketing, applications, leasing, renewals, move-ins, move-outs, and unit turnovers in accordance with applicable program rules.
Ensure consistent lease enforcement, notices, documentation, and coordination with legal counsel for eviction proceedings while observing legal protections and required approvals.
Maintain reliable records of leases, household composition, subsidies, income limits, rent calculations, and applicable restrictions.
Oversee initial eligibility determinations, income and household certifications, periodic recertifications, file completeness, and timely renewals for regulated units.
Maintain property-specific compliance calendars and controls for applicable housing programs, rental assistance, regulatory agreements, and government requirements.
Coordinate with compliance specialists, agencies, auditors, and legal counsel to respond to regulatory findings, and ensure fair housing, nondiscrimination, accommodation, notice, privacy, and records-retention requirements are followed.
Oversee preventive and corrective maintenance, work orders, emergency response, building systems, unit readiness, and common-area conditions.
Supervise maintenance staff and coordinate contractors to ensure timely, high-quality repairs; maintain code, fire, and life-safety compliance, permits, inspections, and remediation of violations.
Develop and implement preventive maintenance, repair, and capital improvement plans within approved budgets while minimizing tenant disruption.
Oversee property emergency preparedness, disaster response, and business continuity plans, including staff training, vendor readiness, and departmental coordination.
Establish inspection schedules and track property deficiencies through verified resolution.
Oversee a centralized inventory control system for maintenance supplies, tools, equipment, appliances, replacement parts, and other property assets.
Maintain accurate inventory records and standardized procedures for ordering, receiving, storage, issuance, transfers, replenishment, and disposal, with appropriate approvals and separation of duties.
Set stock levels, conduct physical inventories, reconcile discrepancies, investigate losses or misuse, and coordinate inventory budgets and asset reporting with Finance.
Oversee property-related risk assessments, insurance incident reporting, claims documentation, and loss prevention in coordination with executive, finance, legal, and insurance partners.
Implement operational safeguards for rent handling, purchasing, invoices, inventory, and asset disposal; report suspected fraud, conflicts of interest, unauthorized transactions, and significant control weaknesses through agency procedures.
Manage property operating budgets, forecasts, and contract expenditures with Finance; monitor collections, vacancy loss, payroll, maintenance, utilities, and capital spending, and address unfavorable trends.
Apply competitive procurement and contract oversight standards; verify vendor work before payment approval and address contractor performance, insurance, licensing, and conflicts-of-interest concerns.
Provide monthly property-level financial and operating reports, explain material variances, and identify corrective actions.
Develop an annual operating plan and multi-year capital priorities addressing staffing, risks, resources, and measurable outcomes.
Direct periodic property condition assessments and prioritize remediation of deferred maintenance, safety exposures, and capital replacement needs.
Maintain corrective action plans for audit, inspection, financial, and operational findings, with accountable owners, deadlines, and documented closure; escalate significant unresolved issues to the CEO with recommended solutions.
Ensure prompt and respectful handling of property complaints, repair requests, lease questions, and building concerns.
Establish joint escalation processes with the Service Division for housing stability risks, accessibility needs, safety issues, and complex incidents while preserving the division's independence over clinical judgments and confidential clinical information.
Coordinate resident communications and building access for services, inspections, repairs, and emergencies.
Support CEO-directed acquisitions, developments, management transitions, and portfolio changes by assessing staffing, property conditions, compliance obligations, costs, contracts, and operational readiness.
Develop transition and stabilization plans for properties added to or transferred within the portfolio, coordinating with Finance and the Service Division and remaining within approved authority.
Report weekly on occupancy, vacancies, collections, arrears, maintenance backlog, emergencies, compliance deadlines, staffing, and significant tenant issues; report monthly on financial results, leasing and collection trends, certifications, capital projects, and corrective actions.
Immediately escalate serious safety incidents, major violations, litigation, significant financial exposure, material service disruptions, and regulatory findings.
Exercise authority for routine operations, personnel supervision, and spending within approved budgets and delegated limits; seek CEO approval for decisions outside that authority.
Set and review property-specific targets for occupancy, vacancy turnaround, collections, arrears, and operating expenses.
Monitor maintenance response and completion, inspections, safety and code violation resolution, certification timeliness, audit findings, inventory accuracy, and vendor performance.
Use property management systems and executive dashboards to report trends, identify risks, assign corrective actions, and measure progress against CEO-approved goals.