Asset Management Coordinator

ASSET MANAGEMENT DIVISION – reports to the Director of Asset Management

Asset Management Coordinator

Full-time (40 hrs/wk) Monday-Friday

Compensation: Hourly; Healthcare benefits available, simple IRA (available after meeting eligibility requirements), Employee Assistance (Healthcare), Flexible Spending Account (FSA)

Organizational Overview

Pacific Housing, Inc. (PHI) is an emerging leader in the affordable housing industry, dedicated to expanding and preserving high-quality affordable housing. PHI is currently involved in the ownership and management of more than 190 affordable housing communities across California and two communities in North Carolina, serving a diverse population of lower-income individuals, families, and seniors.

Position Overview

The Asset Management Coordinator supports the Director of Asset Management in overseeing PHI’s portfolio of affordable housing partnerships. The role is responsible for assisting with welfare exemption filings, regulatory compliance coordination, financial tracking, property inspections, portfolio reporting, and project coordination.

Primary Responsibilities

Primary duties are but not limited to:

Asset Management Coordination

• Prepare annual welfare exemption filings for partnership properties; maintain tracking systems to ensure timely and accurate compliance.
• Coordinate with property management to collect and review tenant certification documentation in accordance with welfare exemption requirements.
• Support partnership compliance by organizing required periodic reports for public agencies and investors.
• Assist with management of the organization’s property portfolio database, ensuring data accuracy, completeness, and accessibility.
• Track ownership structures, partnership interests, and key compliance periods across all assets.
• Assist in reviewing property financial reports to support Board of Equalization (BOE) compliance.
• Monitor upcoming reporting deadlines and proactively follow up with internal and external stakeholders to ensure timely submissions.
• Identify and flag compliance risks or inconsistencies, supporting resolution in coordination with asset management and property management teams.
• Identify opportunities to improve internal processes, tracking systems, and reporting workflows to enhance efficiency and reduce compliance risk.

Property Inspections

• Coordinate and schedule site inspections in collaboration with asset managers and property management teams.
• Conduct annual site visits for partnership properties in accordance with BOE MGP requirements and other applicable compliance standards.
• Document property conditions, compliance observations, and potential issues; prepare clear and timely inspection reports.
• Track inspection schedules and follow up on corrective actions to ensure identified issues are addressed.
• Maintain organized records of inspection findings and related documentation for audit and compliance purposes.

Project Coordination

• Support the presentation of project designs, objectives, and status updates to local government staff, development partners, and community stakeholders.
• Assist in evaluating project viability, including financial feasibility, risk factors, and alignment with organizational goals.
• Coordinate third-party consultants through the entitlement and plan review process, working closely with local agencies to secure timely approvals.
• Track project schedules, milestones, and deliverables to ensure timelines and approvals remain on track.
• Maintain organized project documentation, including entitlements, permits, consultant contracts, and correspondence.
• Assist in preparing funding applications, reports, and compliance documentation for public agencies and financial partners.
• Monitor project budgets and assist in tracking expenditures against approved sources and uses.

Physical Abilities and Work Environment:

This position requires in-person physical presence at a corporate office with periodic site visits. Working environment may range from quiet office settings to moderately active property conditions. It may require prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of work activities. It may require stair climbing at certain sites to complete inspections and store boxes away, as well as walking over uneven ground while performing property inspections. The position also requires frequent grasping, repetitive hand movement and coordination in preparing presentations, legal documents, reports and data using a computer keyboard. The need to lift, drag and push boxes of program materials, paper and documents weighing up to 50 pounds is also required. Some travel is also required.

The ideal candidate for this position will:

• Be proficient in Microsoft Office Suite, including Word, Excel, and Outlook.

• Hold a Bachelor’s degree from a college or university.

• Have 1–2 years of relevant work experience, preferably in affordable housing, finance, project management, community development, or a related field.

• Demonstrate strong interpersonal skills, effective written and verbal communication with the ability to engage effectively with internal and external stakeholders.

• Must be available to travel occasionally to construction sites and multifamily residential properties for inspections and audits; including overnight travel.

• Efficiently manage multiple priorities independently with minimal supervision, leveraging strong organizational and time management skills to achieve all key objectives.

• Must clear a national criminal background check, including fingerprint scan, and have a clean DMV record.

• REQUIRED: Valid California Notary Public commission, or willingness to obtain one during work hours with company-provided training and certification support.

PHI’s work focuses on several key areas:

• Resident services and community programs. PHI develops and administers programs that support residents’ well-being and stability, including services that address education, health, literacy, and other community needs.

• Managing General Partner services. PHI serves as the Managing General Partner (MGP) in more than 190 affordable apartment communities, partnering with investors and organizations to own and operate housing for eligible low-income households in compliance with regulatory agreements and PHI’s charitable mission.

• Development of quality affordable housing. PHI develops and co-develops affordable housing communities throughout California, utilizing programs such as tax-exempt bond financing, Low-Income Housing Tax Credits, and other public housing finance resources.

Through these efforts, PHI works to strengthen communities and ensure long-term access to safe, stable, and affordable housing.

• Be proficient in Microsoft Office Suite, including Word, Excel, and Outlook.

• Hold a Bachelor’s degree from a college or university.

• Have 1–2 years of relevant work experience, preferably in affordable housing, finance, project management, community development, or a related field.

• Demonstrate strong interpersonal skills, effective written and verbal communication with the ability to engage effectively with internal and external stakeholders.

• Must be available to travel occasionally to construction sites and multifamily residential properties for inspections and audits; including overnight travel.

• Efficiently manage multiple priorities independently with minimal supervision, leveraging strong organizational and time management skills to achieve all key objectives.

• Must clear a national criminal background check, including fingerprint scan, and have a clean DMV record.

• REQUIRED: Valid California Notary Public commission, or willingness to obtain one during work hours with company-provided training and certification support.