Apartment Manager (Coburn Woods Apartments)

Job Overview

Location: Coburn Woods, outer NE Portland. Schedule: 12 hours/week. The Apartment Manager oversees the daily operations of a property, handling tenant relations, property maintenance, and financial administration. This position must understand, appreciate, and respect the differences within our Cascadia community and promotes integrated care, trauma-informed and person-first approaches.

Essential Duties

• Maintain designated office hours for tenants as outlined for each assigned property.
• Facilitate monthly tenant community meetings.
• Address tenant concerns, complaints, and issues promptly; follow the established Complaint Process and escalate to the Portfolio Manager when appropriate.
• Collect and process rents, deposits, and chargebacks in accordance with established procedures.
• Complete and submit weekly reports to the Portfolio Manager.
• Assist with tenant move-ins, orientations, and move-outs, including all related paperwork.
• Support the Compliance Department with annual and as-needed recertifications by meeting with tenants, assisting with paperwork, submitting packets, and collecting final signatures.
• Oversee and assist with the preparation of vacant units for re-rent and ensure timely processing of security deposit refunds.
• Maintain inventories for property equipment, furnishings, janitorial, and grounds supplies.
• Conduct regular inspections of apartments and common areas; identify and inform the maintenance department of any needs related to the property.
• Respond to maintenance requests, perform minor repairs, or coordinate vendor services through Cascadia's maintenance department.
• Ensure grounds are properly maintained, including watering, mowing, edging, fertilizing, and weeding.
• Maintain clean and safe common areas, including sidewalks, steps, parking lots, hallways, laundry rooms, restrooms, community rooms, offices, and storage areas; remove snow and ice as needed.
• Perform other duties as assigned.

Regulatory & Compliance

• Comply with and implement regulations, policies, and procedures under which the property operates.
• Assist in crisis situations as appropriate, following emergency protocols/procedures and coordination with the appropriate parties.
• Respect and honor tenant rights and responsibilities and demonstrate professional boundaries and ethics.
• Document and maintain records in a manner that assures compliance with all agency policies and procedures and local, state, and federal regulations, as well as billing requirements.
• Demonstrate responsibility for safety of tenants and property.
• Understand fire regulations and evacuation procedures; participate in regular safety drills in compliance with program policies and procedures.
• Adhere to mandatory abuse reporting laws and HIPAA requirements.
• Complete annual employee training requirements on a timely basis.
• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings.

Qualifications

Education: Required: A High School Diploma or GED. Experience: Preferred: One-year relevant experience.

Specialized Knowledge, Skills, and Abilities

• Effective communication and active listening skills.
• Demonstrated effective interpersonal and customer service skills.
• Ability to work proactively and effectively in a team as well as independently.
• Basic knowledge of Trauma Informed Care (TIC), Motivational Interviewing, and evidence-based practices.
• Operate computer hardware and software at a level needed to effectively perform job functions.
• Must have the ability to travel to multiple locations throughout the Portland Metro area.
• Ability to perform CPR, First Aid, and effectively use AED equipment; CPR/First Aid certifications are required and must remain current.

Working Conditions

This role is centered on direct tenant and community engagement and is designed for in-person work with no hybrid or remote options. Work is performed in administrative offices, clinical offices, acute care settings, and community settings including client residences, correctional facilities, shelters, hospitals, public places, and other social service sites. Meal periods and breaks are subject to interruption. Universal Precautions and remaining alert to the environment are critical to address the potential for aggressive behavior, exposure to disease, biohazards, noise, and contaminants. The work is diverse and involves addressing new and unusual circumstances with a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach and sound judgment.