Capital Planning Analyst

Firm: Eden Housing, Inc.
Location:
Hayward, CA

Payment: Paid
Start Date: Oct 7, 2019
Category: Economic Development
Contact: Kim Rosenthal
kim.rosenthal@edenhousing.org

Posted: Sep 18, 2019

Summary

The Capital Planning Analyst will be primarily responsible for the physical needs review and capital and reserve planning of the existing Eden Housing portfolio and oversight for preventative maintenance programming and implementation. This position reports directly to the Sustainability and Energy Asset Manager or Senior Sustainability and Energy Asset Manager and can routinely be tasked with support and analytical functions of that role.

Essential Duties & Responsibilities
•Lead long-term physical needs planning for Eden’s portfolio.
•Design an ongoing schedule to obtain and review PNAs (physical needs assessments) on a regular basis as well as obtaining and integrating feedback from Property Operations/ Facilities and Asset Management teams into 5-year capital plans.
•Lead the interdepartmental review process for new PNAs and maintain proper storage and documentation.
•Work with Asset Management team to analyze and advise on appropriate replacement reserve funding needs based on capital needs identified in PNAs and through integrated feedback.
•Ensure long term property sustainability by providing technical assistance to Property Operations on developing 5-year capital plans; review proposed plans during the annual budgeting process and provide recommendations and guidance on proposed use of replacement reserves and prioritization for capital projects.
•Collaborate with other team members, serve as construction and capital planning subject matter expert, and provide technical guidance throughout the organization, as needed.
•Periodically review the annual capital projects schedule maintained by Facilities and provide input on projects scheduling, completion and funding availability. Routinely monitor the status of the annual schedule and work toward overseeing completion, where applicable.
•Develop and maintain a consolidated portfolio level capital needs schedule with a specific emphasis on documenting long-term funding availability compared to capital needs, and project funding shortfalls.
•Seek out funding sources and rebates for capital projects particularly related to energy and water efficiency improvements and properties with funding shortfalls.
•Develop and oversee Preventative and Routine Maintenance Programming policies and procedures for all major building and site systems including but not limited to HVAC, Fire and Security Systems, pumps and fans, decks and landings, roof, building envelope, interior, and exterior lighting, landscape and hardscape.
•Serve as a point person for staff relative to annual Preventative and Routine Maintenance Programming inquires. Provide technical guidance to Facilities and Property Operations for the delivery of Preventative and Routine Maintenance Programming.
•Ensure that all building systems are operating within required specifications and provide technical guidance to Facilities and Property Operations for corrective action.
•Collaborate with and at times lead interdepartmental efforts for the development and delivery of Energy & Water Systems Preventative and Routine Maintenance Programming for energy and water efficiency systems. Provide first line service response for emergency work and under-performing systems related to energy and water efficiency systems. Ensures service vendor resourcing, scheduling, and performance tracking.
•Develop and maintain tracking methods for warranty dates on new construction and rehabilitated projects and participate in final walk-throughs and establish proper ongoing preventative maintenance needs.
•Participate in design and construction team meetings, as needed, and provide technical guidance and advice on Better Building Practice for Eden’s portfolio.
•Active Asset Management participant for construction defects investigations providing subject matter expertise from an owner’s perspective.
•General Asset Management responsibilities as assigned, including, but not limited to monitoring and reporting on the operational and financial performance of Eden’s portfolio; researching partnership and loan agreements to determine property strategy; engage with Property Operations staff in developing corrective operation action plans; other tasks as needed.

SUPERVISORY RESPONSIBILITIES

Directly supervises one or more employees in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.

Qualifications

EDUCATION and/or EXPERIENCE
•Bachelor’s degree or graduate degree in Engineering/Construction/Business/Environmental Studies/Finance or a related field a plus.
•Minimum 5 years of work experience, or an equivalent combination of education and experience, in varied construction trades or multi-family property maintenance or facilities management. Minimum of two-year college or university program certificate or holds an active CA Contractors State License, Class B.
•Experience in managing facilities related to affordable housing developments a plus.
•Knowledge of apartment property management, preferably in an affordable housing management environment.
•Proven skills in managing rehabilitation and construction projects ranging from $5,000 to $500,000 a plus.

PREFERRED SKILLS and/or ABILITIES
•Proficient with MS Office (i.e. Microsoft Word, Excel, and Outlook).
•Ability to work independently and as part of a team.
•Great communication skills, including written, verbal and presentation skills
•Proven ability to work with diverse groups in cooperative problem-solving and consensus building.
•Strong attention to detail
•Excellent time management skills, multitasking and ability to set priorities
•Flexible, pragmatic, problem-solver
•Demonstrated capacity to read, analyze and understand complex loan, regulatory and legal documents. Proven ability to create and manage project budgets and expenses.

CERTIFICATES, LICENSES, REGISTRATIONS
•Building Systems Maintenance Certificate (BOMI), Certified Facility Manager (IFMA) credentials preferred
•Valid California Driver’s License and insurance required.

LANGUAGE, MATH & REASONING SKILLS

Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.