Assistant Property Manager

Description

Job Overview

FirstService Residential is seeking a career-minded professional to join our team as an Assistant Property Manager supporting affordable housing communities throughout New York City. This role supports compliance, resident relations, lease administration, and property operations.

Responsibilities include (but are not limited to):

• Assistant Property Manager for portfolio of predominately affordable units (LIHTC, HUD, etc.)

• Support the day-to-day administration and compliance of affordable housing communities governed by HUD, LIHTC, HCR/HPD, and other federal, state, and local regulatory programs.

• Assist with annual compliance requirements, audits, reporting, file reviews, and regulatory submissions to ensure properties remain in compliance with applicable program requirements.

• Coordinate and process annual and interim income recertifications, including obtaining required household, income, asset, and eligibility documentation.

• Review recertification files for accuracy, completeness, income calculations, rent limits, utility allowances, household composition, and required signatures before final approval.

• Track recertification deadlines and proactively follow up with residents to ensure certifications are completed within required regulatory timeframes.

• Prepare and process new affordable housing leases, ensuring approved rents, regulatory riders, subsidy documents, required disclosures, and other compliance documents are properly executed.

• Manage renewal lease compliance, including rent calculations, applicable increases, required notices, lease riders, and regulatory documentation.

• Assist with initial certifications and move-in files for new affordable housing residents, confirming eligibility and required documentation prior to occupancy.

• Maintain complete and audit-ready resident compliance files, both electronic and physical, in accordance with HUD, LIHTC, and other applicable program requirements.

• Monitor income limits, rent limits, utility allowances, subsidy changes, and regulatory updates and assist with implementing required changes at the property level.

• Coordinate with property management, leasing, accounting, and affordable housing teams to resolve discrepancies involving resident eligibility, rent, subsidy, lease terms, and compliance documentation.

• Assist with HUD, LIHTC, agency, investor, lender, and internal audits and file reviews, including gathering documentation and responding to findings.

• Track and assist with correcting compliance deficiencies, missing documentation, late recertifications, and audit findings.

• Maintain compliance calendars and reporting trackers for recertifications, renewals, inspections, submissions, and other regulatory deadlines.

• Communicate directly with residents regarding documentation requirements, certification appointments, lease renewals, and outstanding compliance items.

• Support subsidy administration where applicable, including coordination of HUD or other rental assistance documentation and changes.

• Ensure affordable units remain compliant with applicable regulatory agreements, tenant selection plans, marketing requirements, affordability restrictions, and program-specific policies.

• Partner with the Affordable Housing Manager and property leadership to identify compliance risks and ensure issues are escalated and resolved promptly.

• Provide general Assistant Property Manager support while maintaining a strong focus on affordable housing compliance, resident files, recertifications, and lease administration.

• Responsible for all tenant communication at assigned property, escalating to supervisor when appropriate.

• Lease Assignment process from start to finish.

• Sublet process from start to finish.

• Responsible for occupant changes.

• Responsible for notifying leasing of any changes in rent roll.

• Monitor AirBnB rentals to ensure no unauthorized rentals occur within the building.

• Responsible for notifying tenants of NSF (Insufficient Funds) payments.

• Maintain resident application data to ensure tenant records remain current and accurate.

• Work closely with extermination vendors on scheduling, unit and common area issues, bed bug tracking, and related matters.

• Draft and distribute memos, notices, and other correspondence to tenants and vendors.

• Responsible for tracking arrears, sending arrears notices, and following up with residents regarding outstanding balances.

• Respond to all communications in line with FirstService Residential best practices.

• Respond to tenant complaints and follow up on nuisance issues with residents.

• Monitor the 24/7 Customer Care Call Center for logged issues and resident inquiries.

• Communicate directly with ClickPay and residents to resolve billing and payment issues.

• Respond to all landlord verification requests.

• Follow up on all renewals to ensure timely responses and complete submission of required documentation.

• Process all new leases and renewals in Yardi.

• Process all cancellations and extensions in Yardi.

• Maintain renewal spreadsheets, vacancy reports, bed bug tracking reports, concession reports, late fee reports, and other operational tracking documents.

• Ensure timely return of security deposits.

• Input ancillary charges and credits to tenant accounts.

• Prepare and distribute move-in packages and ensure a smooth resident move-in process.

• Track all move-outs while coordinating with the Resident Manager regarding damages, inspections, and key returns.

Skills & Qualifications

• Three to Four years’ experience in New York City residential rental property management, with a concentration in affordable housing.

• NYS Salesperson License preferred. Must obtain license within 150 days of hire.

• Fair Housing Certification required within 60 days of hire.

• LIHTC Certification required. Must obtain certification within 90 days of hire.

• Practices and adheres to FirstService Residential Global Service Standards.

• Conducts business at all times with the highest standards of personal, professional, and ethical conduct.

• Performs or assists with operations as required to maintain workflow and meet schedules. Notifies supervision of unusual equipment or operating problems and the need for additional materials and supplies.

• May participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

• Ensures all safety precautions are followed while performing assigned duties.

• Follows all policies and Standard Operating Procedures as instructed by Management.

• Performs special projects, tasks, and other related duties as assigned.

What We Offer:

Comprehensive benefits package including medical, dental, vision, life insurance, disability coverage, paid time off, paid holidays, and 401(k) with company match.

Compensation:

$31.25-$33.65/hourly

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel View email address on click.appcast.io.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.