PROPERTY MANAGER

Families First Community Center (FFCC)
Part-Time | 10 Hours per Week
$24–$28 per Hour, Commensurate with Experience
Reports to: Office Manager and, as needed, Executive Director

Position Summary

Families First Community Center is seeking a dependable, highly organized, proactive, and self-directed Property Manager to oversee the care, safety, maintenance, and overall condition of FFCC’s property, residential units, grounds, building systems, and company vehicle.

This position requires someone who can take ownership of property-related responsibilities with minimal direction. The Property Manager must be able to identify needs, prioritize projects, coordinate contractors and maintenance personnel, schedule inspections and preventative maintenance, document work, and follow through on outstanding issues.

The Property Manager will work closely with and report primarily to the Office Manager and, at times, the Executive Director.

Property & Maintenance Management

The Property Manager will:

• Oversee the overall maintenance, appearance, safety, and upkeep of FFCC’s building, residential units, grounds, and property.
• Regularly assess the property to identify maintenance, repair, safety, and improvement needs without waiting for issues to be brought to their attention.
• Identify maintenance needs and ensure repairs are addressed promptly and appropriately.
• Schedule and coordinate all routine, preventative, required, and regulatory property inspections and maintenance.
• Be onsite and available for all scheduled property inspections, including fire, sprinkler, insurance, safety, building, and other required inspections.
• Serve as FFCC’s primary point of contact for property inspectors, contractors, vendors, and service providers during scheduled inspections and maintenance visits.
• Maintain a calendar and tracking system for all required inspections, certifications, testing, preventative maintenance, and renewals to ensure deadlines are not missed.
• Coordinate any corrective work or follow-up required as a result of an inspection and maintain documentation showing that identified issues have been resolved.
• Schedule and coordinate required servicing of fire and sprinkler systems and other building systems.
• Coordinate with insurance providers regarding property-related inspections, documentation, requirements, and follow-up.
• Contact vendors and contractors, obtain and organize estimates, schedule work, and oversee the completion of contracted services.
• Coordinate and supervise the use of FFCC’s maintenance worker for approximately six hours per week.
• Appropriately utilize and coordinate volunteers for property and maintenance projects.
• Ensure lawn care, landscaping, gardens, snow removal, and seasonal property needs are consistently completed.
• Ensure the basement, maintenance areas, storage areas, and property-related supplies remain clean, safe, and organized.
• Maintain an ongoing system for tracking maintenance requests, scheduled work, repairs, estimates, inspections, and completed projects.
• Ensure the building, residential units, and grounds are maintained to a high standard at all times.

Company Vehicle Oversight

The Property Manager will be responsible for helping ensure FFCC’s company van remains safe, clean, properly maintained, and in good working condition.

Responsibilities include:

• Monitor and schedule routine and preventative maintenance for the company van, including oil changes, tire rotations, inspections, and other manufacturer-recommended services.
• Maintain a schedule or tracking system for upcoming vehicle maintenance and inspection requirements.
• Arrange maintenance and repair appointments as needed.
• Ensure required vehicle inspections and registrations are kept current.
• Monitor the general condition of the van and promptly address or report mechanical, safety, or maintenance concerns.
• Maintain organized records of vehicle maintenance, repairs, inspections, and related expenses.
• Ensure the van is appropriately cared for and kept in clean, safe, and usable condition.

Apartment & Residential Property Oversight

The Property Manager will:

• Conduct and document monthly apartment inspections.
• Schedule apartment inspections and communicate inspection dates as required.
• Identify maintenance, safety, cleanliness, damage, or other property concerns during inspections and ensure appropriate follow-up.
• Oversee all property-related aspects of apartment turnovers.
• Inspect units prior to and following vacancies.
• Coordinate cleaning, repairs, maintenance, and preparation of apartments for new residents.
• Ensure apartments are safe, clean, functional, and ready for occupancy.
• Enforce lease requirements, occupancy policies, and property-related program requirements in coordination with appropriate FFCC staff.
• Maintain professional and accurate documentation regarding inspections, damages, repairs, maintenance, and other property concerns.
• Follow through on identified apartment maintenance needs until they are fully resolved.

Safety & Security

The Property Manager will:

• Review FFCC security camera footage at least once per week and as needed when concerns or incidents arise.
• Maintain access to FFCC’s remote security system.
• Monitor property security needs and recommend improvements when appropriate.
• Coordinate the installation, maintenance, and repair of security devices and systems.
• Help establish and enforce property safety and security procedures.
• Address property-related safety concerns promptly and communicate significant concerns to the Office Manager and/or Executive Director.
• Maintain onsite availability in the rare event of an FFCC property emergency, when necessary and reasonably possible.

Documentation & Reporting

The Property Manager must be comfortable using spreadsheets, email, electronic documentation, and other basic office technology.

Responsibilities include:

• Maintain accurate spreadsheets and records related to maintenance, inspections, vendors, estimates, repairs, apartment turnovers, vehicle maintenance, and property projects.
• Maintain an organized schedule of upcoming inspections, preventative maintenance, service appointments, and property deadlines.
• Document monthly apartment inspections and any required follow-up.
• Prepare a professional written property report each month.
• Submit the monthly report to the Office Manager for review prior to submission to the Executive Director.
• Ensure reports are complete and professional so that property updates can be presented to FFCC’s Board of Directors.
• Collect, organize, analyze, and summarize relevant property and maintenance information.
• Maintain organized records of inspections, maintenance schedules, contractor information, warranties, estimates, certifications, vehicle records, and completed work.

Independence, Accountability & Communication

This position requires a high level of independence. The successful candidate must be able to recognize what needs to be done and take appropriate action without requiring frequent direction from the Office Manager.

The Property Manager must:

• Demonstrate strong problem-solving skills and sound judgment.
• Take ownership of FFCC’s property and maintenance needs and consistently follow through on responsibilities.
• Manage multiple responsibilities, projects, appointments, and deadlines independently.
• Anticipate upcoming property, vehicle, inspection, and maintenance needs rather than relying on reminders from other staff.
• Follow projects from identification through completion.
• Communicate professionally with staff, residents, contractors, vendors, inspectors, volunteers, and community partners.
• Be available and responsive by phone and email during established working hours.
• Keep the Office Manager informed of significant property concerns, expenses, emergencies, inspections, and projects.
• Know when an issue can be handled independently and when approval or guidance from the Office Manager or Executive Director is necessary.
• Maintain professional boundaries and confidentiality when working within FFCC’s residential setting.

Schedule

This is a 10-hour-per-week position.

The schedule may be flexible; however, the Property Manager and Office Manager will establish consistent days and hours when the Property Manager is regularly available and onsite. Reliability during these established hours is required.

The Property Manager must be willing to adjust their schedule when reasonably necessary to be onsite for property inspections, contractors, maintenance appointments, apartment turnovers, weather-related property needs, and other scheduled property responsibilities.

Occasional flexibility may also be required in the rare event of a property-related emergency.

Qualifications

The ideal candidate will have:

• Experience in property management, facilities management, maintenance coordination, housing, construction, or a related field.
• Strong organizational and time-management skills.
• Ability to work independently with minimal supervision.
• Strong initiative and the ability to recognize and address property needs proactively.
• Strong problem-solving and follow-through skills.
• Ability to coordinate contractors, vendors, inspectors, maintenance personnel, and volunteers.
• Ability to professionally document inspections, maintenance needs, incidents, and completed work.
• Comfort using spreadsheets, email, calendars, and basic computer systems.
• Strong written communication skills and the ability to prepare professional monthly reports.
• Ability to maintain appropriate professional boundaries and confidentiality.
• Reliable communication and responsiveness during scheduled working hours.
• Ability to manage competing priorities and ensure important property, vehicle, inspection, and maintenance requirements are not missed.

Compensation & Benefits

10-15 hours per week
$24–$28 per hour, commensurate with experience
Accrued paid time off

Families First Community Center is looking for someone who will take genuine ownership of the property and its needs. The right person will be proactive, dependable, resourceful, organized, and capable of keeping FFCC’s building, apartments, grounds, company vehicle, safety systems, maintenance schedules, inspections, and property records well managed with limited day-to-day supervision.