Vice President of Housing and Facilities
Vice President of Housing and Facilities
Reports To: Chief Operating Officer
Supervises: Director of Facilities
FLSA Status: Exempt
Job Level: E
Reporting to the COO, the Vice President of Housing and Facilities will manage all facility operations for Serving Seniors’ portfolio of affordable housing communities, the Gary and Mary West Senior Wellness Center and Seniors Bridge Landing Shelter. Primary responsibilities are to maintain the operational integrity and readiness of the sites, including direct oversight of work performed by a third-party property management firm. This position oversees the facilities management team and works closely with senior leadership and housing development partners.
The Vice President of Housing and Facilities will also evaluate new sites for development and actively participate in the construction process.
• Act as owner’s representative in the oversight of third-party Property Management firm.
• Perform asset management for Serving Seniors’ existing properties and all new developments, including tax credit and project-based Section 8 projects.
• Direct third-party vendors to complete necessary repairs and routine maintenance in a timely manner.
• Communicate with the CEO, COO and CFO, and housing development partners to provide information as needed regarding property operations.
• Provide operational input on building specifications and systems design for new buildings.
• Collaborate with CFO to achieve timely and complete filing of all required documents for project funders and other necessary parties.
• Responsible for affordable housing compliance in collaboration with property management
• Lead analysis of property budgets developed by Property Managers to ensure conformance with Serving Seniors’ overall goals.
• Oversee the continued implementation of the Preventative Maintenance Plan, its timely execution and documentation procedure of preventative maintenance at each property.
• Identify and seek funding sources for asset management investments (e.g., government funding and grant programs, and refinancing and equity takeout opportunities).
• Partner to support sites’ RFP processes for large capital improvements and contracts.
• Oversee facilities team and leads the strategic direction of asset management.
Property Management Oversight
• Provide primary oversight of property management operations and maintenance functions performed by the third-party property management company.
• Ensure repairs, unit turnovers and routine maintenance are completed in a timely manner.
• Set expectations of the property management team to ensure they are providing the most professional and high-quality property management services to Serving Seniors’ residents.
• Examine property management performance against performance benchmarks and implement strategies to improve performance as needed.
• Regularly review and approve property management firm’s marketing plan to fill vacant units.
• Document and maintain the set aside tracking systems for effective implementation and improvement of the rent schedule in accordance with Serving Seniors’ rent policy. Monitor implementation by property manager.
• In conjunction with the Property Manager and Housing Development team, oversee the successful execution of the lease-up program for Serving Seniors’ new housing developments.
• Oversee the performance of outside contractors as directed.
• Actively participate in Owner, Architect, Contractor (OAC) meetings during the construction phase of new projects.
• Supervise capital improvement projects, including budgeting, securing funding, developing Request for Proposals to secure bids, implementing the selection process for contractor(s) to complete the work, and documenting the work completed.
• Analyze Capital Needs Assessment cash flow projections using past and current data.
• Manage annual site inspections of buildings’ exteriors and interiors documenting the visible conditions of major building components for use in capital projects planning.
Budgeting and Fiscal Oversight
• Oversee the drafting and implementation of annual property operating budgets with property management, including input from the CFO.
• Prepare operational reviews and propose, implement, and monitor solutions for underperforming assets.
• Develop controls for each property to evaluate performance relative to budget.
• Mitigate risk through line-item review, dashboards, and early identification of demographic trends, insurance risks, environmental risks, etc.
• Work with the property management team to prepare quarterly variance reports for the properties and propose action as needed.
• Work with the property management team to manage property revenues and ensure that properties’ operating expenses meet budget targets and propose action as needed.
• Draft maintenance/operational budgets for non-housing Serving Senior assets.
• Work closely with Serving Seniors’ finance, philanthropy, and facility departments to budget and plan for major capital improvements and ensure the execution of those projects on budget.
• BA/BS Degree in Urban Studies and Planning, Real Estate Development, Business Administration, or related field.
• Five to ten years of direct facility management experience with a demonstrated track record of increasing responsibility.
Knowledge, Skills and Abilities
• Thorough understanding of facility systems (e.g. HVAC, plumbing, electrical) to oversee repairs by Serving Seniors team members and/or third-party vendors.
• Ability to recommend cost-effective preventative maintenance schedules.
• Understanding of appropriate costs for repairs and preventative maintenance.
• Ability to train Serving Seniors’ team members to do routine maintenance and repairs to reduce costs.
• Ability to independently lead facility operations while remaining a collaborative team member with other departments.
• Knowledge of Yardi property management software.
• Familiarity with fair housing laws, public subsidy programs, tax credit project management, certification, compliance and reporting requirements.
• Familiarity with annual operating and capital improvement budgets.
• Understanding and familiarity with building systems and maintenance procedures. Intermediate knowledge of construction materials and methods.
• Experience in monitoring and improving property management performance against established benchmarks.
• Knowledgeable about the daily realities facing low-income and homeless individuals and families.
• The Vice President of Housing and Facilities is expected to work independently as a team leader; possessing quantitative and analytical skills, advanced computer knowledge, robust problem-solving, managerial, organizational, and research skills.
• A minimum of three to five years of direct experience with affordable housing complexes.
• Knowledge of tax credits and other affordable housing financing.
• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly exposed to normal risks of working in an office environment (e.g., risks due to heavy computer use).
Covid Vaccine is required