Assistant Property Manager

Job Description

Job Description

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 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 will include

Building Management

• Process rent bills, receipts in RealPage. Process rent payments in 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, residents and/or 3rd parties to obtain required eligibility / program documentation within required time frames.
• Create and maintain system for tracking / prioritizing current and accurate income certification requirements and deadlines in accordance with LIHTC, Section 8, SCRIE and DRIE.
• Prepare and maintain current, thorough, and accurate lease 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 rent changes and lease renewals in accordance with LIHTC, DHCR and Section 8.
• Use RealPage to enter lease information, tenant income information, tenant payments, and to produce tenant receipts, arrears reports, vacancy reports and tenant ledgers.
• Monitor and ensure correct LIHTC and Section 8 rents and utility allowances are in effect at the property.
• 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.
• Assist tenant with obtaining rent ledgers, tenant verification letters, and letters to agencies to ensure the continuous of housing.
• 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, and addressing tenant / staff complaints
• 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, tenant lists and management letters to individual residents.
• Act as liaison between tenants and staff in building manager’s absence. This includes emergency on-call response during non-business hours and weekends and approving staff timesheets or PTO requests during manager’s absence.
• Collect all rent checks and money orders from rent deposit box and process.
• Assist manager with rent collection and arrears pursuit.
• Assist Manager with Housing Court Hearings/Trials.

Office Management

• Co-Supervise maintenance staff, and administrative staff.
• Manage general office functions.
• Establish a 1:1 professional relationship with tenants.
• Assist manager 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 is maintained and updated monthly, and Contracts are following contract agreements.
• Keep orderly and stock maintenance supplies.
• Assist manager and Superintendent with the general maintenance function of the premises
• Tenant room inspections
• Reaching out to Contractors for quotes and estimates 

Administrative

• Assist with drafting and typing correspondence, emails, faxes, memos, and notices.
• Responsible for taking and maintaining minutes 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.
• Assist manager with maintaining tenant’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 bank deposits 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.
• Demonstrated flexibility and initiative to work both independently and as part of a team.
• Detail oriented and organized.
• Attend training sessions and conferences as required for enhancement of job skills.
• Implementing emergency procedures as necessary.
• Assisting with other duties as directed.

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. Spanish proficiency preferred.
• Proficiency in 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.

Monday- FridaY 9AM - 5PM
35 Hours per week.