Job Title: Property Manager
Reports To: Program Director
Status: Part-Time (20 hours/week)
Benefits: Paid Time Off, 4% 403(b) Pension
Start Date: November 2023
SquareOne Village (SOV) is a nonprofit organization with a mission of creating democratic communities with homes that are permanently affordable and environmentally sustainable. We seek to bridge the gap between the street and conventional housing with a variety of stable, dignified, and cost-effective shelter and housing options. We envision our villages as places in which people from all backgrounds and abilities are welcomed, included, and valued.
The Property Manager supports the members of our housing co-ops in performing essential property management functions, and acts as an agent of SquareOne Villages in providing oversight and support to the co-op.
This position will primarily focus on Peace Village Co-op, comprised of 70 units of permanently affordable housing located at 3060 River Rd in Eugene. The village is currently under construction, and initial occupancy is anticipated in December 2023. This role will oversee physical maintenance of buildings and grounds, collect monthly payments and help oversee financial management, conduct unit inspections upon move-in/move-out, and other responsibilities as detailed below. In addition, the Property Manager may be asked to oversee maintenance needs at two very small residential properties also owned by SquareOne: one downtown (adjacent to SquareOne’s new office site) and another in east Eugene.
Essential Job Functions:
Coordinate and address maintenance requests, including establishing and maintaining a work-order system. Maintenance needs vary and channels for addressing them include:
fix it directly
work with a resident Maintenance Committee to get things taken care of
hire it out
Assist with development and implementation of a property management plan, including tracking needs for regular maintenance and upkeep on an annual basis.
Develop long-term property management plan, including ensuring appropriate reserves are set aside for ongoing capital needs.
For maintenance needs that are being hired out, prepare routine bid specifications and assist with a competitive bidding process, and monitor all vendors’ performance.
Perform regular property inspections, for both the shared facilities and for each unit upon move-in/move-out or as otherwise needed.
Maintain an inventory of property owned by either the Co-op or SquareOne.
Maintain financial records for housing co-op (in association with bookkeeper).
Review the monthly financial statements prepared by the bookkeeper and report to the board. Assist the board in preparing annual budget, financial reviews and/or audits. Ensure annual tax filings.
Pay all bills promptly, also approve accounts payable and reimbursements as needed.
Collect monthly carrying charges and complete deposits. Establish a system for tracking late payments and any fines imposed.
Work with the co-op board to ensure appropriate insurance coverage and compliance.
Organize purchase of supplies and pick-up of donated materials
Maintain co-op email, phone, computer, printer, and file system for all co-op records. Maintain business records.
Serve as first point of contact for communication for both internal and external inquiries and services. Monitor co-op email and phone, and either respond directly or route appropriately.
Assist with new member move-ins and move-outs, such as coordinating timing, distributing and collecting keys, addressing questions, etc. Sign documents for occupancy (leases, membership transfers, loan agreements, etc.) on behalf of SquareOne.
In collaboration with the resident Membership Committee, track vacancy information, pre-screen and process applicants according to the selection policy, and maintain waiting list.
In collaboration with the Co-op, secure members’ compliance with the lease. Voluntary compliance will be emphasized. When necessary, provide formal written notice of non-compliance with lease and “for cause” terminations.
Prepare and submit compliance reports and documents required by the relevant Housing Authorities.
Work with the Co-op to develop appropriate emergency response procedures during non-working hours (i.e. plumbing emergency).
Report regularly to Program Director and other SOV staff regarding Co-op.
Assist with other administrative tasks of Co-op as needed
Previous experience in property management. Sufficient knowledge to competently oversee hired vendors (or residents) doing repairs and upgrades.
Excellent verbal and written communication skills, including ability to work effectively with people of diverse backgrounds, bring calmness and clarity to a wide variety of situations, and maintain professionalism under pressure as a representative of SOV. Strong interpersonal skills for working well with both residents and other SOV staff.
Demonstrated discernment and capacity to be flexible and open-minded while also maintaining appropriate boundaries and timelines. Willingness to support the co-op and its residents in taking as much responsibility as they are willing and able to hold.
Ability to read, interpret, analyze, and communicate financial documents and reports (e.g. balance sheets, profit & loss statements, operating budgets, etc.), including explaining them to audiences who may not be familiar with these types of documents.
Ability to read, interpret, and apply formal legal documents (e.g. leases and contracts). Also be able to understand how all the different parties involved relate and interact with each other both legally and as life unfolds, including: individual residents, Co-op board, resident teams and committees, SquareOne, and outside authorities.
Well-organized, with a strong track record of fulfilling administrative duties.
Knowledge of and proficiency using Google cloud apps (Gmail, GoogleDocs, GoogleDrive).
Must be able to independently manage key objectives on a projected course with both set and variable timelines.
Lives in Eugene/Springfield area with access to a vehicle and Oregon driver’s license
Satisfactory background check by SOV
Familiarity with minor home repairs, such as clogged drains.
Experience with reserve studies and long-term management of capital assets.
Experience with and knowledge of QuickBooks software.
Spanish language fluency and experience working with low-income communities.
Familiarity with member-run, democratic, and/or cooperatively governed organizations.
Please submit the items listed below in PDF format to firstname.lastname@example.org with “Property Manager” in the subject line.
Cover letter stating your relevant skills and experience and why you are a good fit for this position
Resumé with at least three references
A work sample demonstrating your experience relevant to this position (optional)
People who are LGBTQIA+, Black, Indigenous, people of color, and/or people who are alterabled are encouraged to apply.
Equity Vision: We envision a society where everyone is housed. We envision our villages as places where people from all backgrounds and abilities are welcomed, included, and valued. We envision our villages as culturally responsive and relevant, in which diverse peoples want to live and can see themselves thriving. We choose to be an anti-racist organization. We envision SquareOne as an organization in which diversity, equity and inclusion are integrated into our discussions, our planning, and our policies and procedures—in every aspect of our organizational culture and infrastructure.
Non-Discrimination Policy: SquareOne Villages does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age (over the age of 17), national origin (ancestry), disability (as permitted within physical limits of current facilities), marital status, sexual orientation, military status, or any other characteristic protected under applicable federal or state law, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, selection of village residents, and provision of services. We are committed to providing an inclusive and welcoming environment for all village residents and members of our staff, clients, volunteers, subcontractors, and vendors.