On-site Community Manager - Petaluma

PEP Housing•Petaluma, CA

20h•Onsite

About The Position

PH Development Group is seeking an on-site Community Manager for a senior apartment community in Petaluma. The role oversees site-level property management activities and works with other departments to ensure duties are completed consistently, following company standards and directives from the Regional Portfolio Manager. The position requires living on site, and housing is provided. The Community Manager manages affordable-housing applications, resident move-ins and move-outs, rent collection and records, waitlists, leases, income certifications, and recertifications. The role also supports resident engagement, explains property rules and emergency procedures, maintains property records, and provides reports to the Regional Portfolio Manager. The Community Manager is responsible for routine property inspections and upkeep coordination, including monitoring apartments, common areas, storage areas, building exteriors, and grounds; arranging unit turnover repairs and cleaning; and scheduling apartment upgrades as needed. During emergencies, the manager helps alert and evacuate residents, coordinate temporary relocation, secure the property when safe, and support residents’ return when conditions allow. The role is an in-person position with an 8-hour day shift, Monday through Friday. Evenings, overtime, and weekends may be needed.

Requirements

At least two years of experience managing affordable-housing developments.
Yardi Voyager experience is required.
Working knowledge of Microsoft Windows and Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to complete complex household income calculations and perform arithmetic using whole numbers, fractions, and decimals.
Ability to read and explain rental agreements, government regulations, and budgets; write effective business correspondence; and communicate information and respond to questions effectively.
Ability to analyze and interpret technical procedures and instructions, collect data, establish facts, and draw valid conclusions.
Detail-oriented, well-organized, and able to handle detailed paperwork thoroughly and completely.
Ability to prioritize work deliverables, be flexible and creative, and remain calm in emergencies.
Ability to promote harmonious relations among staff, residents, vendors, and the broader community.
Ability to maintain professional and congenial relationships with residents; compassion and understanding for older adults is required.
Must comply with applicable PHDG rules and regulations.

Nice To Haves

Experience with HUD programs, specifically Section 202 PRAC and Section 8, as well as LIHTC, Tax-Exempt Bonds, RHCP, and AHP properties.
Knowledge of California housing laws, including Fair Housing and landlord and resident laws.

Responsibilities

Follow PHDG’s application process and applicable funding, city, county, state, and federal legal requirements.
Build community through daily, weekly, and monthly gatherings or as assigned.
Review resident applications, complete necessary verifications, and show available units.
Complete resident move-ins and move-outs in Yardi; collect, post, and deposit rents and security deposits; prepare lease forms and explain occupancy terms.
Follow move-in and move-out checklists, procedures, and policies promptly and efficiently.
Maintain occupancy through timely waitlist management and application processing in accordance with Fair Housing.
Instruct residents on emergency procedures, appliance use, and property rules.
Serve resident warning rent notices and maintain a daily manager’s log.
Maintain accurate rent rolls, including gross rent potential, rent paid, late charges, and non-payment information.
Collect rents and other monies and accurately process and enter transactions into Yardi accounting.
Complete recertifications accurately and on time in accordance with property, financing, and regulatory requirements.
Interview residents, prepare collection forms, explain recertification requirements, and issue warning notices when necessary.
Process and maintain resident documents and forms, including leases, income certifications, and recertifications, according to PHDG procedures.
Provide reports to the Regional Portfolio Manager upon request.
Manage day-to-day property operations and maintain financial records and files in good order.
Attend and participate in Community Manager and other staff meetings.
Maintain an ongoing system to ensure apartment components are in good repair and meet PHDG standards.
Conduct unit inspections during recertifications, monthly Cal-OSHA site inspections, weekly light checks, and daily property walks.
Inspect common and storage areas, building exteriors, and grounds weekly; document deficiencies and take appropriate action to improve the property’s appearance.
Schedule annual apartment upgrades, including carpeting, fixtures, window treatments, and appliances, as needed based on occupancy duration or wear and tear.
Inspect vacant units, assess damage and repair costs, coordinate turnover repairs with the Maintenance Department, and ensure units are clean and ready for occupancy.
During emergencies, alert management and residents, assist with orderly evacuation and temporary relocation, contact family or others as appropriate, and secure the property if safe.
After an emergency, assist residents in returning to the property safely and in an orderly manner.
Perform other duties as assigned.

Benefits

On-site housing provided
Medical insurance
Dental insurance
Vision insurance
Group life and AD&D insurance
401(k) plan
401(k) matching
Sick time
Paid vacation
22 company holidays
Employee Assistance Program
Career development opportunities through mentorships and continuing education programs
Employee discount
Flexible spending account
Health savings account
Paid time off
Professional development assistance
Professional growth prospects