Assistant Property Manager II

Our Story The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community‑based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person. WSFSSH develops, manages, and provides housing for low‑income older persons, many of whom live with mental illness and/or have experienced homelessness. Position Description The Assistant Property Manager II will assist in all aspects of the administration and property management of the building, with the goal of enabling residents to live permanently and as safely and independently as possible. This is a full-time, onsite role (5) days a week. Responsibilities Building Management Responsible for direct supervision offront desk personnel, including: Ensuringthat 24-hour shifts are covered Training and implementation of de-escalation and communication techniques Alwaysmaintaining professionalism Maintain all leave time requests Process timesheets andsubmitthemin a timely manner Ensure that personnel are cleaning andmaintainingfront desk area Ensure that all supplies including forms aremaintained Co-Supervisemaintenance staff, andadministrative staff Acts as Property Manager whenproperty manager is on vacation or on leave, includingemergency on-callresponseduring non-business hours and weekends Process rent bills, receipts in RealPage. Process rent paymentsin a timely manner Prepare and process Section 8 and LIHTC initial , interim, and annual certifications and ensure all are completed in a timely manner Consistently follow up with applicants,residentsand/or 3rd parties to obtain required eligibility / program documentation within requiredtime frames Create andmaintainsystem for tracking / prioritizing current andaccurateincome certification requirements and deadlinesin accordance withLIHTC,Section8, SCRIE and DRIE Prepare andmaintaincurrent, thorough, andaccuratelease and income verification files, both paper and electronic, for each tenant and ensure resident files are always ready for LIHTC/Section 8 audits Assist Property Manager with creating and executing lease and lease renewals Accurately process move-ins, move-outs, unit transfers, gross rentchangesand lease renewalsin accordance withLIHTC Actively track, report, reconcile subsidy payments from subsidy sources (e.g., HPD) and liaise with relevant agencies to resolve subsidy payment discrepancies, audit issues, and other pertinent matters Assisttenantwith obtaining rent ledgers, tenant verification letters, and letters to agencies to ensure thecontinuityofhousing Assist Property Manager in addressing rent arrears with written correspondence & develop plan of action to address arrears (i.e., payment plans and/or legal referrals .) Assist Manager with staff meetings, tenant / staff complaints and performance evaluations when needed With the Property Manager, coordinate with social service staff on various tenant issues including arrears, housekeeping, disruptive behavior, room maintenance, monthly tenant meetings, etc. Ensure the social services department receives copies of all incident reports, tenantlistsand management letters to individual residents Act asliaisonbetween tenants and staff in building manager’s absence Collect all rent checks and money orders from rent deposit box and process Assistmanager with rent collection and arrears pursuit Assist Manager with Housing Court Hearings/Trials Office Management Manage general office functions Establish a 1:1 professional relationship with tenants Assistmanager in responding to building violations and coordinate with Contractors and Euclid Hall staff to clear violations Daily, weekly, monthly, yearly checklists of maintenance tasks for use by maintenance staff Conduct regular inspection of boiler, elevator, fuel storage tanks (If applicable), sprinkler, standpipes, etc. Maintaining clear identification of all building systems; for example, plumbing valves, sprinkler standpipes, etc. Enforce recycling and garbage regulations Ensure the Extermination List ismaintainedand updated monthly, and Contracts are following contract agreements Keep orderly and stock maintenance supplies Assistmanager and Superintendent with the general maintenance function of the premises Tenant room inspections Reaching out to Contractors for quotes and estimates Administrative Assistwith drafting and typing correspondence, emails, faxes, memos, and notices Responsible for taking andmaintainingminutes of all meetings Maintenance and distribution of all management office lists related to tenants, vendors, staff, and miscellaneous documents Preparation and distribution of exterminator list to Front Desk Ordering supplies when needed: key blanks, appliance parts, office, cleaning, and maintenance equipment Document vendor repair work Assistmanager withmaintainingtenant’s files consisting of: Lease Section 8 and other income certifications Incident reports Legal correspondence Work orders Monthly, quarterly, and yearly reports Maintain related contract files Monitor vendor files Maintain Certificates Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired Ensure all resident pets are documented and acknowledgement of Pet Rules and Rider are current Purchasing Make bankdeposits weekly or as needed Distribute employee checks Request quotes for purchases using authorized vendors Inspect deliveries Review and process invoices for payment. Required Skills / Abilities Strong communication skills, math skills and computer literacy, including Microsoft Word, Excel and Outlook Emotionally, mentally, and physically able to perform job responsibilities Demonstratedflexibility and initiative to work both independently and as part of a team Detail oriented and organized Attend training sessions and conferences asrequiredfor enhancement of job skills Ability to implement emergency procedures as necessary Education & Experience High School Diploma or GED or a combination of education and experience Two (2) years of comparable work experience in supportive housing, property management, or a closely related field working with a highly diverse population and/or those with special needs Working knowledge of LIHTC, Section 8, DHCR, NYC 15/15, ESSHI, SCRIE, and DRIE requirements Able to speak, read and write in English.Spanishproficiencypreferred Proficiencyin Microsoft Office - including Word, Excel, and Outlook Physical Requirements On-site work; frequent standing, walking, and bending Ability to move up to 25 lbs . Benefit Overview Westside Federation for Senior & Supportive Housing offers full-time employees a comprehensive choice of benefits that include Medical, Dental, Vision, 403(b) retirement savings, Flexible Spending Accounts (FSA), Life & Disability, Employee Assistance Program (EAP), commuter benefits and more. Voluntary benefit options and time off includes 11-12 paid Federal Holidays as well as vacation and sick time. EEO Statement WSFSSH is an Equal Opportunity Employer (EEO); employment is based on qualifications, without discrimination on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristics as established by law. Working Hours Monday - Friday 9am - 5pm (35 Hours ) #J-18808-Ljbffr