Property Management Coordinator

• Serve as the primary liaison between property management vendors and United Friends staff, coordinating timely scheduling of services and ensuring effective communication across appropriate platforms to keep all stakeholders informed and aligned.
• Track and evaluate vendor performance to ensure quality standards are met and escalate issues as needed.
• Assist in coordinating emergency repairs or incidents at properties, including maintaining emergency contact protocols and ensuring staff are informed.
• Maintain the Computerized Maintenance Management System (CMMS), Zendesk, by promptly assigning incoming tickets, ensuring clear and timely communication, and following up to confirm resolution.
• Coordinate and manage the Property and Facilities Manager’s calendar, including scheduling inspections, vendor appointments, and routine maintenance tasks, while ensuring timely reminders and updates are provided as needed.
• Create and manage a centralized digital filing system to organize vendor contracts, compliance documents, inspection reports, and resident communications for easy access and record-keeping.
• Develop and maintain a tracking system to monitor compliance deadlines (e.g., inspections, permits, certifications) to ensure timely renewals.
• Collaborate with the Property and Facilities Manager to identify and implement improvements to administrative processes through software solutions, automation, and updated protocols to enhance efficiency and accuracy.
• Prepare United Friends residential properties for stakeholder site visits and/or inspections.
• Support with unit inspections on a quarterly basis at minimum, delivers violations to youth who do not comply with program or house rules
• Support resident move-in and move-out processes, including condition reporting, key management, and coordinating cleaning or repair work.
• Generate and maintain property management reports or dashboards to support data-driven decision-making and internal communications.

Administrative

• Record relevant housing information (including payments, compliance issues, and inspections)
• Perform and support Property and Facilities Manager with clerical tasks
• Utilize the Zendesk helpdesk to track ongoing work orders
• Respond to maintenance requests and ensure facilities are in compliance
• Prepare purchase orders for vendor invoices for timely payment
• Maintain and update vendor list and accounts
• Maintain confidentiality for all residents and staff information and documentation
• Order and maintain stock of property management supplies
• Schedule, attend and record meeting minutes
• Format and submit weekly camera reviews
• Maintain and complete monthly Amex reconciliation
• Support with tracking spending on the Property Management budget

Other

• Other duties as assigned

General United Friends Responsibilities

• Act as a role model within the organization to uphold and implement United Friends’ organizational values:
  • Embrace program evaluation that leads to excellence and impact
  • Build effective and empowering partnerships with the youth, community and each other
  • Create a fun and exciting environment that inspires learning and innovation
  • Communicate openly, honestly and with humility across all groups
  • Work together as one organization

• Staff hold a commitment to:
  • A culturally responsive Trauma-Informed Approach to our population and client centered advocacy
  • Strong knowledge of the communities served and centralize this cultural understanding into the work.
  • Support in Justice, Equity, Diversity, and Inclusion (JEDI)
  • Evaluating the completeness, accuracy and relevance of data to determine information value and improve client services.

• 3+ years of experience in property management or related field, specifically related to leasing and apartment acquisition in a special population community setting
• Strong problem-solving and crisis management and intervention skills
• Ability to establish and cultivate respectful relationships with people from diverse backgrounds
• Conveys thoughts and ideas clearly, listens well, communicates in a solution-oriented manner and incorporates others’ views into work
• Detail-oriented and organized with the ability to balance multiple competing priorities
• Holds self-accountable, sets high expectations for self and others, works both independently and collaboratively and relates tasks to organizational values
• Proficiency in Microsoft Word, Excel and Outlook applications
• Trauma-informed and client-centered advocacy
• Understand the communities served and centralize this cultural understanding into the work
• Passionate about United Friends’ mission
• Must have valid CA Driver’s License and an insured and reliable vehicle

• Property Management Certification
• An understanding of and sensitivity to issues concerning former foster care youth
• Experience working with affordable housing and/or in a non-profit setting connected to the Los Angeles Homeless Services Authority
• Preferred but not required, working knowledge of Fair Housing Law, and other government housing regulations and programs, including Section 8, the Americans with Disabilities Act (ADA), HUD/ LAHSA contract standards, and Tax Credit (TCAC requirements)