COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

 

SUMMARY OF THE POSITION:

This position provides administrative and property management support for the South Bay Executive Team and Regional Managers through the development of organizational procedures to track and ensure that work is carried out in alignment with company policies, including helping coordinate and provide coverage on occasion.

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

• Tracking & Reporting:

  • Track insurance and management agreement expirations
    • Provide quarterly reporting for expiring policies and agreements
    • Help obtain insurance quotes for properties going out to bid
    • Draft management agreement extensions with input from VP or Directors
    • Prepare Management Fee Sheets and Insurance Fact Sheets
    • Ensure that records are maintained in Sharefile and can be easily located
  • Tracking and reporting of HUD contract renewals and other HUD assistance
    • Help prepare renewal packages
    • Assist with drafting the AFHMP’s
    • Seek quotes for Rent Comparability Studies for M2M renewals
    • Prepare utility analysis reports
    • Support for voucher and EIV processing during staff absences
  • Tracking of Agency Audits and inspections, response and close outs
  • Development of an ongoing tracking system for all property reporting requirements; State, TCAC, HUD, Regulatory Agency, Investor, City, County Lender, and Owner
    • Calendaring and follow up regarding reporting deadlines
    • Creation of digital files and monitoring to ensure reports are saved to Sharefile
  • Prepare and distribute weekly occupancy reports and other periodic reports as requested by owners.

 

• New Property Set Up, Takeover & Leasing Support

  • Work with Directors on development of written process for taking over new projects that includes timelines, a list of document needs according to the timeline and RM/PM task lists to help ensure smooth and timely transition
  • Process document requests
  • Coordinate with accounting on new bank account requests and forms
  • Completion of the New Project Information Updates and Regional Manager and Bank Account forms
  • Process request for entity codes and emails through corporate
  • Assist with locating and securing temporary office space
  • Assist with set up of new office space; equipment leases, utility needs, etc.
  • Assist with set up of new vendor contracts
  • Marketing and Outreach
    • Creation of marketing materials and draft documents
    • Outreach and mailings for lease-ups
    • Assist with preparations to open waitlists; advertising, website updates, etc.
  • Assist with new property lease ups
    • Occasional travel to properties to assist with move ins

   

• General Support

  • RFP/RFQ support; collection of document and assistance drafting
  • Assist with drafting Marketing & Rent Plans
  • Help prepare quarterly and year-end replacement reserve withdrawal requests and collect necessary back-up
  • Assist with requests to post site job announcements and recruitment
  • Provide and help coordinate temporary staffing for site coverage needs
  • Prepare, distribute and track results for resident surveys
  • Prepare bid comparisons for large capital projects
  • Track and source vendors for sites
  • Help coordinate property management trainings and events

• EXPERIENCE

  • A minimum of three years of administrative or property management experience. Previous experience in document creation, filing systems, customer service and completing projects with minimum guidance.
  • Demonstrated experience in project management
  • Demonstrated knowledge on Microsoft Office programs such as Word, Excel, and Outlook
  • Experience in the property development, property management or construction industry a plus

   

  EDUCATION – Associates Degree or equivalent.

Pay Range: $28.00-$30.00 per hour

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 72 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $50 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

 

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $50 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 72 hours of sick time per year.

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.

The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.