Operations Assistant, Property Management

Operations Assistant Property Management

Founded in 1974, Community Access continues to uphold and operate as a pioneer of supportive housing and social services in NYC for people with mental health concerns. We proudly lead advocacy efforts that rally our community to promote human rights, social justice, and economic opportunities for all. We are built upon the simple truth that people are experts in their own lives. Our programs are spread across 25 locations and include over 1200 units of supportive housing in three boroughs, the Howie the Harp Advocacy Center, Peer-driven Crisis Respite Center, Assertive Community Treatment (ACT) and the Intensive Mobile Team (IMT).

Program/Department Description

The property management department acts as the managing agent for buildings that Community Access (CA) owns or controls; buildings for which CA has contracted to provide property management services; and individual apartments in other buildings that are part of CA's "scattered site" supportive housing programs. The property management department is responsible for lease maintenance, rent collection, property financial reports and compliance with government regulations (such as Low-Income Housing Tax Credits, HOME, and Housing Trust Fund).

Position Overview

The Operations Assistant Property Management plays a vital role in the financial and operational health of Community Access's multifamily housing portfolio. This position is primarily responsible for overseeing all aspects of the rent administration process, including accurate billing, timely collection, diligent management of delinquencies, and assisting in the coordination of related legal proceedings. The Rent Administrator will also engage in supportive tenant relations, maintain precise financial records related to rent, and ensure all rent-related activities comply with relevant regulations. Performance in this role will be measured by key indicators related to rent collection efficiency, accuracy, compliance, and tenant account management. This role requires a meticulous, organized, and compassionate individual dedicated to supporting our tenants while upholding the organization's financial stability and mission.

Key Performance Indicators

All key performance indicators below are expected to be met fully.

• Rent Collection Rate: Achieve or exceed 95% total monthly collectible rent received.
• Delinquency Management: >50% year-over-year reduction in aged delinquencies
• Payment Plan Success Rate: >75% of tenants on payment plans who are current with their plan obligations.
• Accuracy of Rent Roll and Tenant Ledgers: <2% error rate in rent charges, payment postings, and subsidy applications identified during internal reviews or audits.
• Timeliness of Rent Processing: 98% of payments posted within 2 3 business days
• Compliance with Documentation: >95% compliance on audited tenant files with accurate and complete rent-related documentation as per regulatory and internal requirements.
• Reduction of Bad Debt/Write-offs: >25% year-over-year reduction of uncollectable rent written off as a percentage of total collectible rent

Job Qualifications

• Commitment to the mission of Community Access and experience working with individuals with mental health concerns is a plus.
• Education: Associate's degree in Accounting, Finance, Finance, Business Administration, Real Estate, or a related field preferred or a minimum of 2-3 years of direct experience in rent administration or accounts receivable, preferably in a multifamily affordable housing setting in New York City.
• Demonstrable experience with rent collection, delinquency management, and knowledge of NYC landlord-tenant legal processes for non-payment.
• Experience working with various housing subsidy programs (e.g., Section 8, HRA, FHEPS) is highly desirable.
• Proficiency with property management software is essential, with strong preference for Yardi.
• Thorough understanding of NYC rent stabilization, DHCR regulations, fair housing laws, and other relevant housing compliance requirements.
• Strong mathematical aptitude and attention to detail for accurate rent calculations and financial record-keeping.
• Excellent organizational and time-management skills, with the ability to manage multiple tasks and deadlines effectively.
• Strong communication and interpersonal skills, with the ability to interact compassionately and effectively with tenants from diverse backgrounds, including those facing financial challenges.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle sensitive information with confidentiality and discretion.

Bilingual candidates are encouraged to apply.