Assistant Property Manager

Job Description

Job Description

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization responding to the need for low-cost housing. Our 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 social services in housing for low-income persons, especially those who are older, who have experienced homelessness and who live with mental illness.

Job Summary

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.

Job Duties & Responsibilities

Responsibilities include but are not limited to:

Administrative Assistance

• Assist manager in maintaining active personnel files: Vacation requests, time taken (sick leave, personal days, etc.)
• Assist Manager with staff meetings, tenant / staff complaints and performance evaluations when needed
• Responsible for taking and maintaining minutes of all meetings
• Assist PM in oversight of maintenance staff
• Assist in supervising front desk personnel
• Ensure that 24-hour shifts are covered as per union contract
• Maintain all leave time requests
• Process timesheets and submit them in a timely manner
• Ensure that all supplies including forms are maintained
• Ensure that personnel are cleaning and maintaining front desk area
• Assist Manager with Social Service staff interface
• 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
• Assist Manager with Housing Court Hearings/Trials

Office/Building 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
• Assist manager with rent collection and arrears pursuit
• Reaching out to Contractors for quotes and estimates

Office Administration

• 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
• Maintain related contract files
• Document problems encountered, & proposed resolutions
• Monitor vendor files
• Maintain Certificates Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired
• Perform move-ins and move-outs, rent changes, activity notes and legal updates in Real Page

Assist manager with maintaining tenant’s files consisting of

• Lease.
• Section 8 and other income certifications.
• Incident reports.
• Legal correspondence.
• Work orders.
• Maintaining monthly, quarterly, and yearly reports

Building Maintenance & Purchasing

• Assist manager and Superintendent with the general maintenance function of the premises
• Tenant room inspections
• 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
• Make bank deposits weekly or as needed
• Distribute employee checks
• Collect all rent checks and money orders from rent deposit box and process
• Request quotes for purchases using authorized vendors
• Inspect deliveries
• Review and process invoices for payment

Required Knowledge 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
• Participate as a member of a team to establish and maintain high levels of care, respect for, and communication with tenants and staff
• Working cooperatively with other staff members
• Attend training sessions and conferences as required for enhancement of job skills
• Implementing emergency procedures as necessary
• Assisting with other duties as directed

Required and Preferred Education, Experience and Credentials

• A minimum of two years of experience working with senior adults preferred
• Associate or bachelor’s degree strongly preferred
• English/Spanish Bilingual preferred

PHYSICAL REQUIREMENTS

• Must be able to sit, stand, walk, and bend
• Must be able to lift 25 lbs.

Benefit Overview

Westside Federation of 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, Short-term and Long- term Disability, Employee Assistance Program (EAP) commuter benefits and more. Voluntary benefit options and Time Off that includes 11-12 paid Federal Holidays, accrued Vacation and Sick Time.

EEO Policy or Statement

WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees’ 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 characteristic as established by law.

Monday- Friday 9am - 5pm
(35 Hours)