About The Property
Property Manager position oversees an all-women’s residential housing ministry within the Archdiocese of Los Angeles, at Our Lady of Sorrows Catholic Church in Santa Barbara, CA. This is a Catholic residence for single women living or studying in the Santa Barbara area, located on the property of Notre Dame School (the parish’s school). It is primarily for teachers and staff of Catholic schools and parishes in the area, although single women of all faiths working or studying in the area are encouraged to apply.
The residence was originally a convent so residents live in a communal atmosphere sharing kitchen and living areas, with private bedrooms. For this reason, only a female manager will be considered. The residence is not a recovery house, temporary housing or a retirement environment; it does not have Section 8 or assisted-living classification.
About the Property Manager Position
Responsible for all administrative and property management functions of the residence, including: general administration, property/facilities management, bookkeeping/budgeting and general communications. Confidentiality of information and stewardship of finances and resources is the highest priority since the Property Manager has access to personal information regarding residents.
ADMINISTRATIVE DUTIES AND RESPONSIBILITIES
· Inform Pastor of openings when resident gives notice; or when an eviction process is needed
· Send email to area Catholic school principals to offer the vacant room; faculty and staff of Catholic schools and parishes are given priority
· Respond within 24 hours to phone/email general inquiries
· Provide resident tours with prospective tenants and share rental terms and requirements
· Screen prospective tenants, including running a credit check and employment verification
· Uphold the Archdiocese of Los Angeles’ Safeguard the Children program by ensuring each resident’s and front office renter’s employees/volunteers are VIRTUS trained and fingerprinted
· Present pastor with final candidates’ paperwork for his final decision, then communicate approval or declining of residency.
· Prepare and execute rental agreements, addendums and related paperwork; provide a copy of each resident’s file to the parish business manager upon move-in
· Ensure current resident files are properly maintained and proactively updated with the parish business manager, adding new documents to existing files, as needed.
· Serve late notices and other documents, as needed, according to state law
· Receive application fees, security deposits and rents; complete deposit forms and submit all monthly income to the parish business manager by the fifth of the month (rent is due on the first of the month; five days is allowed for the Property Manager’s administration time)
· Request approval for all projects and vendor work to the pastor via email or at the monthly meeting; three written estimates are required.
· Meet with Pastor and parish business manager every month (at a minimum) to review projects and tenant issues
· Schedule regular tenant meetings as needed (at a minimum quarterly) with agenda and post written minutes within 24 hours of the meeting in a common location
· Maintain a clean and organized environment for residents, guests and visitors at all times; oversee cleaning service providers
· Coordinate annual tenant room inspections, giving prior notice to all tenants.
• Document any infractions against the House Rules and follow up to remedy
· Be present to let in regularly scheduled vendors, whether access to front entry, garage and/or school yard
· Ensure structural integrity of the building, including electrical, plumbing, heating and cooling or water systems and common-area appliances; recommend necessary repairs
· Perform move-in / move-out inspections of resident rooms; arrange for carpet cleaning, painting and other necessary routine maintenance for regular wear and tear
· Perform routine, light maintenance and “fix it” problems (e.g., change a light bulb, use a plunger)
· Screen and secure appropriate vendors to service any maintenance/repair needs beyond Manager’s ability
· Research and get written estimates for all projects; supervise on-site the work and results to approve for payment
· Maintain inventory of cleaning supplies, paper goods, etc.
· Oversee the condition of the grounds, communicating necessities for landscape maintenance; keep patio and all entries swept and clean, and free of cobwebs
· Schedule and be on-site for preventative building maintenance annually; this may include fire extinguishers, drain snaking, carpet/window cleaning, repair batteries/replace smoke detectors and carbon monoxide detectors
· Maintain vendor/contractor communication concerning work scheduling, billing, vendor relations and certificates of insurance; ensure proof of insurance is on file with OLS business manager before work begins
• Respond to all written and signed tenant complaint forms and maintenance requests in a timely manner (within 48 hours); providing a copy of all significant or repeated complaints to the pastor
• Mediate disputes between tenants when they arise; inform pastor of any escalating situation at the monthly meeting
• Enforce House Rules and other regulations at all times, in a fair and timely manner, treating all residents with the same courtesy and respect; House Rules supersede any one person’s view, opinion or desire, including the Property Manager
• Post guest room schedule in a common area for all residents to see and access at all times, manage fees
Education and Experience
· At least two years of experience as a residence or property manager
· High school diploma
· College degree or higher education, desirable
· Actively practicing Catholic strongly desired
KNOWLEDGE, SKILLS AND ABILITIES
· To perform effectively in this position, the incumbent is required to have a working knowledge of budgets, construction project management and facilities management
· Current real estate and fair housing laws
· Building, construction and related infrastructure and systems knowledge/experience
· Strong interpersonal and professional communication and negotiation skills
· Strong computer literacy: email, Internet, using a file server; create / use files in MS Office software and Adobe Acrobat on Windows 10
· Math and logical thinking
· Uphold professional ethics at all times; always strive for excellence; be trustworthy; accountable, courteous and respectful; honest, open and transparent; competent and strive to improve your abilities; ethical; honest and act with integrity; respectful of confidentiality; and a good example to others
· Lifting heavy objects and furniture from time to time
Our Lady of Sorrows Catholic Church (Santa Barbara)
19 E Micheltorena St
Santa Barbara, CA email@example.com