Property and Data Management Specialist

Are you a purpose driven and looking to make a difference in Memphis? Friends For All is looking to add to our team.

Why Friends For All:

For more than three decades, Friends For All (formerly Friends For Life) has been preventing the spread of HIV and helping those affected by HIV/AIDS live well. Our holistic, client-centered approach provides a variety of services coordinated through one centralized model. We strive to address the roots of need-including stigma and inequality-to improve health and wellness for everyone we serve. Our goal is to eliminate new transmissions of HIV in Memphis and the Mid-South and empower those living with HIV to become their healthiest, happiest selves .

What is in it for you:
•  A commitment to work-life balance with: (up to 38 Days Off)
•  12 accrued vacation days per year
•  12 accrued sick days per year
•  14 paid holidays, including Your Birthday.
•  Sick Bank allows employees to donate sick time to other employees with a serious health condition who have no remaining sick or vacation
•  Flex Schedule may be available based on position after introductory period
•  Employer-sponsored health, dental, and vision insurance with two PPO medical and Dental plans. Costs for employee per pay period (bi-weekly)
•  BCBS PPO Plans
•  PPO Gold premium = $28.88
•  PPO Platinum premium = $56.15
•  Dental Plans
•  PPO Low = $1.14
•  PPO High = $5.81
•  Vision premium = $1.41
•  401k program with up to 3% employer match starting immediately
•  Employer-paid basic life insurance valued at $50,000
•  Employer-paid Short-term disability
•  Voluntary Life and AD&D, Long-term disability
•  Flexible Spending Accounts for healthcare and dependent care
•  Student Loan Forgiveness Programs
•  Employee Assistance Program with in person counseling options To Learn More about Working at FFA: Go to

Compensation:

Friends For All believes in compensating our employees fairly and we look at both internal and external salary analysis. The range listed is an estimate as it looks at the total compensation package as well as factors such as skill sets, training, education and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range as this gives the employee a chance to grow into the role.

Property and Data Management Specialist Job Description

JOB TITLE:

Property and Data Management Specialist

EXEMPT (Salaried) or NON EXEMPT(Hourly):

Non-Exempt

DEPARTMENT:

Client Services

STATUS:

Full-Time

REPORTS TO:

Property Manager

REGULAR HOURS:

39

JD REVISION DATE:

01/31/2025

SUMMARY:

The Property and Data Management Specialist is responsible for overseeing the organization, tracking, and maintenance of physical properties and related data. This role typically involves a blend of Supportive Housing property management and information management tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES :
•  Handling the collection, storage, and management of data related to assigned Supportive Housing properties, such as lease agreements, maintenance requests, inspection records, and rent receipts.
•  Acting as a liaison between property owners, tenants, vendors, and internal teams to ensure smooth operations and resolve issues quickly.
•  Provide complete HMIS data entry and management for all relevant programs using Apricot and Clarity.
•  Create monthly subsidies into CAREware each month as well as the tenant's rent receipts.
•  Run monthly reports as needed to ensure accuracy of data entry.
•  Run monthly APRs for all HMIS programs and ensure data is accurate and coordinate with Case Managers and supervisors to make needed corrections.
•  Gain and maintain knowledge about the Continuum of Care (COC) guidelines and procedures as it relates to Scattered Sites and any other relevant Housing programs.
•  Attend required HMIS and Coordinated Entry committee meetings weekly, quarterly or annually.
•  Ensure programs serve a minimum number of eligible clients as outlined in the contract.
•  Ensure pre-leasing inspection of any unit leased within 48 hours of leasing unit.
•  Collaborate with the Property Management team to locate appropriate and affordable housing for eligible persons within the Supportive Services housing program.
•  Assist in developing relationships with homeowners and property management companies in order to maintain a stock of appropriate and affordable housing for current and potential SHP clients throughout the Memphis Metropolitan Statistical Area, which includes Shelby County and Fayette County in Tennessee, Crittenden County in Arkansas, and Desoto, Tunica, Tate and Marshall Counties in Mississippi.
•  Ensure that clients are able to secure utilities in their own name as required before submission into the housing program, collaborate with the assigned Medical Case Manager to create a plan for those who are unable to get utilities in their name.
•  Ensure the management of nuisance & disruptive behavior according to lease agreements, Fair Housing laws as and Tennessee Landlord/Tenant Act within 48 hours of incident.
•  Perform lease violations and evictions for assigned Supportive Housing programs.
•  Calculate subsidy and rent amount for SHP clients within 24 hours of applicant approval.
•  Manage collection of rent receipts.
•  Send notices of delinquent rent by the 6th of each month for assigned Supportive Housing programs.
•  Conduct orientation which advises eligible client about the program, Lead Base Paint, Rental Rights and Responsibilities, Housekeeping, Program Compliance and Move-in/Move-out inspection.
•  Ensure all re-certification of all SHP tenants according to schedule within 120 days of the recertification date.
•  Conduct random inspections SHP units to ensure clients are taking care of the unit.
•  Ensure maintenance requests submitted and executed in a timely manner.
•  Complete proper, accurate and timely documentation of services in writing and in Athena, CAREware, Evaluation Web, Redcap, Apricot, and any other database, as required. ADDITIONAL DUTIES AND RESPONSIBILITIES:
•  Regular and predictable punctuality and attendance is required
•  Return all calls, emails and text in a timely manner.
•  Participate in weekly or biweekly coaching sessions with supervisor
•  Complete Performance Reviews and SMART GOALS
•  Participate in All Staff Meetings, In-Service Days and Mandatory Trainings
•  May need to travel in personal vehicle to meet staff, clients, or community partners at FFA locations or at other locations to meet the needs of the position
•  Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. SUPERVISORY RESPONSIBILITIES:

N/A

CUSTOMER SERVICE RESPONSIBILITIES:
•  Provide direct courteous, professional and timely assistance to staff, clients and community partners via phone, email, chat or in person.
•  Exhibit excellent verbal and written communication skills tailored to diverse customer needs.
•  Demonstrate empathy and patience when interacting with customers to foster trust and loyalty.
•  Use critical thinking and creativity to find effective solutions to data management issues.
•  Collaborate closely with other departments to address client data requirements and reporting needs effectively.
•  Assist in training new team members and sharing best practices for your assigned programs and other assigned data systems.
•  Meet or exceed the Friends Way approach to customer service for both internal and external encounters.
•  Proactively identify areas for improvement in process and workflows and suggest solutions when necessary. QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
•  Bachelor's degree in social work, psychology, or related field preferred.
•  Experience working with housing programs for special needs individuals, mental health facility, homeless facility or related housing facility preferred.
•  Good strategic/critical thinker, self-starter, goal-oriented
•  Excellent verbal and written communications.
•  Ability to operate with purpose, urgency and accuracy in a fast-paced, deadline-driven environment with particular attention to detail and organization
•  Ability to work with a diverse client population
•  Strong relationship-builder both with team and clients (internal and external)
•  Ability to follow verbal and written instructions.
•  Computer skills: ability to efficiently navigate the Internet and input data into applicable systems; familiarity with MS Office 365, especially Outlook and SharePoint, Adobe, TEAMS and Zoom
•  Ability to define problems, collect data, establish facts, and draw valid conclusions . click apply for full job details