Job Title: Senior Site Specialist

Status: Hourly Non-Exempt (Remote)

Travel Requirement: This role requires travel of up to 40% (1-2 days per week), must live within the Northern Metropolitan Area of the Bay Area. 

Benefits: Full Benefits Package

Supervisor(s): Operations Manager

 

POSITION SUMMARY

Under the direction of the APM Operations Manager, the Senior Site Specialist is part of the Property Management team and the essential functions of this position is to ensure property management business continuity at the site level through the participation (does not include physical site coverage) of hiring and onboarding of new property managers, offboarding managerial staff, placement of temporary staff, and the training and development of existing and new managerial staff of key property operational and financial activities to ensure the property is meeting key performance indicator (KPI) standards. The Senior Site Specialist also assists with other administrative and operational tasks as needed to support the overall site needs using AI and Remote Desktop Tools to maximize support potential where coverage is needed. The position requires a highly organized, customer-oriented professional with a high level of adaptability to a fast-paced work environment, excellent ability to work independently and can carry out instruction furnished in written, oral, or diagram form, and who can communicate clearly and manage multiple tasks and projects at once. 

 

Job Duties and Responsibilities:

• Leadership and Oversight:

  • Directly manages onboarding, offboarding, and training of site managerial staff, ensuring their readiness aligns with the operational standards set by the Operations Manager.

  • Provides guidance and coordination for the implementation of new processes and procedures, ensuring alignment with organizational goals.

  • Lead daily/weekly inspirational and directional team meetings. 

  • Provides operational-level support to temporary staff during coverage gaps on key day-to-day activities such as rent collection, income certifications, invoice processing, leasing, rent and lease renewals, and service coordination. This includes partnering with temporary agencies and hiring managers to ensure appropriate temporary managerial staff placement and overseeing their readiness through remote desktop monitoring and training, in-person training (where needed), and business continuity planning as needed

  • Developing business continuity and coverage plans and ensuring cross collaboration with internal/external stakeholders and service providers and the appropriate communication with residents.

 

• Compliance and Operational Standards:

  • Conducts all business in accordance with company policies, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, Real Estate licensing requirements, and other relevant local, state, and federal laws.

  • Executes compliance-focused tasks at the site level by monitoring income certifications, rent collection, and lease renewals have been carried out while ensuring operational activities align with compliance requirements.

  • Develop and maintain critical site task-oriented recurring reports, dashboards and trackers to ensure consistent and regular submission and electronic filing of key activities of your assigned properties (i.e., month end checklists, financial analytic notes, bad debt write-offs, emergency response plans, recurring invoices, KPI reporting, etc.). 

 

• Training and Development:

  • Oversees, develops, updates, and monitors onboarding activities and training schedules following a detailed checklist plan for new and existing staff across the assigned portfolio to ensure consistency with operational standards and processes.

  • Monitoring offboarding checklist and collaborating with key stakeholders to ensure business continuity, where applicable. 

  • Spearheads training for site-level managerial staff, utilizing the eLearning Management System in collaboration with key internal stakeholders focused on KPI to ensure readiness and efficiency. 

  • Responsible for developing site-specific operational training plans, recurring schedules, and resources to align with the Operational Manager’s strategic direction.

 

• Systems and Document Management:

  • Supports the site level staff in utilizing systems like Yardi for daily operations, such as rent collection, invoice processing, and KPI reporting to ensure alignment with Operational Manager’s goals. 

  • Develops, organizes, manages, and maintains property-specific knowledge workbooks ensuring annual updates to key stakeholders are distributed and posted at the property.

 

• Financial and Ledger Management:

  • Oversee and ensure that resident ledgers are reconciled consistently and report to Directors any discrepancies in financial reporting. 

  • Analyzes resident ledgers for assigned properties to ensure accurate recording of charges, fees, and payments, and collaborates with managerial staff to address and develops action plans for inefficiencies, escalating major discrepancies to the Operations Manager.

 

• Vendor and Contract Coordination:

  • Oversees site-level interactions with service providers, ensuring temporary staff coverage for operational tasks and supporting contract implementation at the property level.

• Collaboration and Communication:

  • Acts as the communication bridge between site-level staff and upper management, ensuring critical information flows smoothly. 

  • Participates in meetings to address site-level issues and ensures that updates are current in Yardi and knowledge workbooks.

• Special Projects and Support:

• Participates in industry and software-related meetings, trainings, panels, and conferences as required.

• Provides essential support to the APM Operations Manager by ensuring operational continuity, compliance, and alignment with strategic goals through effective management of site-level activities and staff, adherence to organizational standards and implementation of strategic plans set by stakeholders and the APM Operations Manager.

• Performs other duties as assigned or required.

 

QUALIFICATIONS

• High school diploma or GED Required.

• Three (3) years of experience in property management multifamily industry and four (4) years of experience associated with supervisor or training responsibilities and functions within a similar sized and type of organization. 

• Three (3) years knowledge of affordable housing regulations, including but not limited to HUD, Low Income Housing Tax Credits (LIHTC), Tax-Exempt Bonds, HOME, CDBG, SHP, HCD, MHSA. 

• Knowledge of fair housing and tenant related laws.

• Approximately 40% of the job involves traveling throughout your assigned portfolio to carry out duties and responsibilities associated with specific site coverage gap needs. This includes up to 1-2 days of visiting sites for training and development or picking up/handling of key materials and activities. This position does not require you to provide physical coverage at the site. 

• A valid California driver’s license, proof of current insurance meeting or exceeding state requirements and vehicle registration, clean (less than 4 points) DMV record and reliable transportation.

• Current tax credit certification, CPO/COS or IREM/NCHM designation or the ability to obtain within 6 months of employment.  

• Ability to speak, read and write fluent English. 

• Position requires simple grasping and fine manipulation, sitting at a desk and using a computer for extended periods of time, moderate use of telephone, walking, bending and reaching. 

• Must have excellent customer service skills, be detail oriented, organized and have strong problem-solving and analytical skills. 

• Excellent interpersonal and communication skills; integrity; respect for confidentiality; ability to work with diverse populations, including persons with various disabilities.

• Ability to carry out instruction furnished in written, oral or diagram form and apply these instructions through the accomplishment of job duties.

• Excellent written, oral, organizational, time management, project management, training, and presentation skills.  

• Ability to work both independently and collaboratively on projects and job requirements and successfully meet deadlines.

• Skills in leadership, coordinating director level staff, and delegating tasks and authority.

• Must demonstrate intermediate computer skills including Microsoft Office Suite / Office 365, especially Excel, Sharepoint, Outlook, and Notes. Proficient computer skills in using the internet, Yardi or other Property Management software.

Compensation: $68,000 - $75,000.00 (DOE)