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.