Special Project's Operation Manager

TITLE: Special Project's Operation Manager  

REPORTS TO: Director of Property Operations 

DEPARTMENT: Property Management  

STATUS:  Regular, full-time  

FLSA STATUS: Non-Exempt  

WAGE RANGE:  $55.49 - $60.38/Hour 

GRANT FUNDED: No   

UNION POSITION:  No 

LOCATION: 145 Taylor Street, San Francisco, CA 94102 

SCHEDULE: Hybrid; 3-4 days in office 

SUMMARY 

The Property Operations Special Project Manager will oversee and manage special projects within the property operations department. This role includes responsibilities for waitlist management, ONE system management, CIR management, and driving operational improvements for properties with financial deficits. The ideal candidate will have strong project management skills, a keen eye for detail, and the ability to work collaboratively across departments. 

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description. 
 
ESSENTIAL DUTIES  

Strategic Project Leadership: 

• Lead planning, execution, and oversight of department-wide special projects or program launches assigned by the Director of Property Operations (DPO). 

• Coordinate activities with property operations leadership projects will include ERAP initiatives, external partners property visits, department wide staff events, coordinating department wide training, DPO tours, and other assigned activities as they arise.    

Legal Case Oversight & Stipulated Agreements: 

• Monitor all active legal cases in coordination with General Managers, Legal Counsel, and the DPO.  

• Track Stipulated Agreements with staff to ensure compliance with payment terms and timelines.  

• Identify non-compliance and coordinate necessary escalations.  

• Ensure accurate updates in legal and property management tracking systems.  

Resident Payment Plan Management: 

• Oversee the full lifecycle of resident payment plans, ensuring compliance and accuracy.  

• Validate payment plan submissions for eligibility and documentation accuracy.  

• Monitor active plans and identify residents who fall out of compliance.  

• Maintain centralized reporting to support arrears reduction goals.  

• Coordinate with Legal and site teams on amendments or escalations as needed.  

Write-Off Management: 

• Review and validate all recommended resident ledger write-offs for documentation completeness and policy compliance.  

• Coordinate with General Managers and Finance/Accounting to ensure timely processing.  

• Produce monthly write-off summaries for DPO review.  

Abatement Tracking & Coordination: 

• Maintain an abatement tracker to monitor requests, approvals, durations, and compliance requirements.  

• Work with Maintenance, Tenant Services, and the Property Management teams to ensure timely corrective work.  

• Coordinate communication with tenants, Legal, and Facilities regarding abatement status and timelines.  

• Prepare abatement summaries and risk assessments for leadership.  

• Work with SF Housing Authority and other external partners to prevent subsidy nonpayment  

Relocation Coordination: 

• Coordinate relocation of processes related to capital projects, emergency events, or habitability issues.  

• Work closely with site teams to ensure tenants receive proper notices and support.  

• Maintain an up-to-date relocation tracker for ADO and DPO visibility and for leasing planning.  

• Coordinate cross-department communication across Facilities, Tenant Services, Finance, and Legal.  

Operational Coverage & Departmental Support: 

• Provide operational coverage during Property Supervisor absences, including invoice processing and oversight of daily workflows.  

• Support site teams with system processes (such as Yardi), vendor payment workflows, and compliance tasks.  

• Act as a stabilizing resource for properties experiencing staffing gaps or operational strain.  

IMA & NSPIRE Inspection Coordination: 

• Collaborate with the Portfolio Maintenance Manager to maintain a master inspection calendar for IMA, NSPIRE, and related unit and property inspections.  

• Track inspection of readiness, preparation of milestones, and corrective action deadlines.  

• Coordinate communication between Maintenance, Property Management, Tenant Services, Compliance, and external inspectors.  

• Maintain records, checklists, and post-inspection reports, ensuring timely completion of action items to be stored in tracking systems such as Safety Culture  

• Provide inspection readiness summaries to the DPO.  

Alerts & Emergency Communication Management: 

• Lead coordination and operational oversight of emergency communication across all properties.  

• Manage alert workflows, templates, escalation paths, and tenant/staff communication protocols.  

• Track user adoption, troubleshoot access issues, and support training for Property Management and Maintenance teams.  

• Work with HR, property supervisors to ensure accurate contact data, group assignments, and alert routing rules within the system.  

• Partner with Risk Management, IT, and Property Operations leadership to ensure emergency system alert is embedded in emergency response procedures and SMART goals.  

• Prepare periodic usage reports, readiness summaries, and improvement recommendations for the DPO and senior leadership. 

• Other duties as requested. 

REQUIRED SKILLS 

Knowledge and Skills: 

• Strong analytical and problem-solving skills. 

• Excellent communication and interpersonal skills. 

• Proficiency in property management software and systems. 

• Knowledge of HUD regulations and URA compliance is a plus. 

• Project management 

• Data analysis 

• Problem-solving 

• Communication 

• Team collaboration 

• Attention to detail 

• Ability to effectively manage time (schedules, deadlines, etc.) and paper (forms, documents, etc.). 

• Ability to follow directions and work independently. 

• Excellent interpersonal and organizational skills. 

• Ability, sensitivity and willingness to work with a diverse, low-income, multi-ethnic population.  

• Sound judgment, excellent assessment, problem-solving and supervision skills.  

• Dependability, initiative and follow-through.  

• Effective writing, communication and organizational skills.  

• Ability to respond appropriately in pressure situations; possess an even temperament and strong "people" skills with a commitment to customer service.  

• Ability to interact effectively with property management and other staff; effectively work in teams 

Physical Requirements: 

• Ability to operate office equipment such as personal computers and calculators. 

• Ability to coordinate eyes, hands, and fingers in performing word processing, writing, reading, and similar tasks. 

• Ability to lift 15-20 pounds. 

• Visual acuity is necessary to review documents. 

• Hearing acuity sufficient to use telephone and communicate with tenants, and staff. 

• Ability to perform sedentary to light physical work involves sitting most of the time.  

Environmental Adaptability: 

• Ability to work in an office environment. 

• Ability to travel to various work sites as needed.  

Mathematical Ability: 

• Ability to add, subtract, multiply, divide, and calculate decimals, ratios, percentages, and fractions. 

• Ability to calculate weights and measures. 

Language and Communication Ability: 

• Ability to comprehend and correctly use informational documents including  

• Ability to communicate effectively with residents, coworkers and staff at all levels, residents, government officials, both verbally and in writing. 

• Ability to keep abreast of changes in policy, regulations, methods, operations, etc. as they apply to compliance and occupancy procedures and activities. 

MINIMUM QUALIFICATIONS 

• Minimum of 3 years of experience in property management or related field. 

• Proven experience in project management, with the ability to manage multiple projects simultaneously. 

• and/or three or more years of related experience and/or training or equivalent combination of education and experience 

• Demonstrated knowledge of Microsoft Office programs such as Word, Excel and Outlook are essential.  

• Minimum of 1 year of progressive operations and management experience 

• Minimum of 1 year of supervisory experience; 2+ years of supervisory experience preferred 

• Knowledge of residential property management, building systems and housing quality standards. 

• Demonstrated knowledge and understanding of budget  and facilities management.  

• Experience in conflict resolution, crisis intervention, and resident relations. 

• Strong organizational skills. 

• Computer literate with experience in Microsoft Office (Word, Excel, Outlook, Access). 

PREFERRED QUALIFICATIONS 

• Certified HUD or Tax Credit Specialist, Low Income Tax Income (LIHTIC) designations and/or equivalents are a plus. 

• Experience with Section 8 Housing Assistance Program practices and principles (if applying to a HUD building). 

• Training and experience in multiple regulatory programs: HUD and Tax Credit programs. TCAC experience is required 

• Prior experience working in affordable housing, nonprofit residential property management.   

• Experience with the use of Yardi, Boston Post, OneSite property management software or comparable property management software. 

• Two years of experience working in an affordable housing management company. 

• Experience with Everbridge or similar emergency system platform. 

• Experience with Safety Culture. 

• Knowledge and experience with TRACS software (if applying to a HUD building). 

• Certification or knowledge of high-rise fire safety guidelines. 

• Real Estate Broker License 

• Familiarity/Experience in the Tenderloin Neighborhood. 

• Knowledge of homelessness and substance abuse issues. 

• Knowledge of residential property management, building systems, and housing quality standards. 

• Bi-lingual or fluent in Spanish-English, Chinese-English, Vietnamese-English, Tagalog-English or Russian-English.    

Tenderloin Neighborhood Development Corporation is an Equal Opportunity Employer.   

In compliance with the San Francisco Fair Chance Ordinance (August 13, 2014), all qualified applicants with criminal histories will be considered for the position.