Assistant Property Manager II

Assistant Property Manager II

Job Type: Full-Time

Pay Rate: $61,000 - $70,000/yr.

Position Hours: 35

FLSA: Exempt

Reports To: Property Manager

EEO: Administrative Support Workers

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 Will Include

Building Management

• Responsible for direct supervision of front desk personnel, including:
• Ensuring that 24-hour shifts are covered.
• Training and implementation of de-escalation and communication techniques.
• Always maintaining professionalism.
• Maintain all leave time requests
• Process timesheets and submit them in a timely manner.
• Ensure that personnel are cleaning and maintaining front desk area
• Ensure that all supplies including forms are maintained.
• Co-Supervise maintenance staff, and administrative staff.
• Acts as Property Manager when property manager is on vacation or on leave, including emergency on-call response during non-business hours and weekends.
• 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 continuity of housing.
• 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, tenant lists and management letters to individual residents.
• Act as liaison between tenants and staff in building 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

• 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.
• Ability to implement 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.