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About the Role

The Assistant Property Manager II will assist in all aspects of the administration and property management of the building, aiming to enable residents to live permanently, safely, and independently.

Responsibilities

• Supervise front desk personnel, ensuring 24-hour coverage, training on de-escalation and communication, maintaining professionalism, processing leave requests, and submitting timesheets.
• Ensure the front desk area is clean and maintained, and that all necessary supplies and forms are stocked.
• Co-supervise maintenance and administrative staff.
• Act as Property Manager during the Property Manager's absence, including emergency on-call response outside business hours.
• Process rent bills, receipts, and payments in RealPage in a timely manner.
• Prepare and process Section 8 and LIHTC initial, interim, and annual certifications.
• Follow up with applicants, residents, and third parties to obtain required eligibility documentation within required timeframes.
• Create and maintain a system for tracking and prioritizing income certification requirements and deadlines according to LIHTC, Section 8, SCRIE, and DRIE regulations.
• Prepare and maintain current, thorough, and accurate lease and income verification files (paper and electronic) for each tenant, ensuring readiness for LIHTC/Section 8 audits.
• Assist the Property Manager with lease creation and renewals.
• Accurately process move-ins, move-outs, unit transfers, gross rent changes, and lease renewals in accordance with LIHTC.
• Track, report, and reconcile subsidy payments, liaising with agencies to resolve discrepancies and audit issues.
• Assist tenants with obtaining rent ledgers, tenant verification letters, and letters to agencies.
• Assist the Property Manager in addressing rent arrears through written correspondence and developing action plans.
• Assist the Manager with staff meetings, tenant/staff complaints, and performance evaluations.
• Coordinate with social service staff on tenant issues, including arrears, housekeeping, behavior, maintenance, and meetings.
• Ensure the social services department receives copies of incident reports, tenant lists, and management letters.
• Act as a liaison between tenants and staff in the Property Manager's absence.
• Collect and process rent checks and money orders.
• Assist the Manager with rent collection and arrears pursuit.
• Assist the Manager with Housing Court Hearings/Trials.
• Manage general office functions.
• Establish professional relationships with tenants.
• Assist the Manager in responding to building violations and coordinating with contractors and staff to clear violations.
• Maintain daily, weekly, monthly, and yearly checklists for maintenance tasks.
• Conduct regular inspections of building systems such as boilers, elevators, fuel storage tanks, sprinklers, and standpipes.
• Maintain clear identification of all building systems.
• Enforce recycling and garbage regulations.
• Maintain and update the Extermination List monthly and ensure contract compliance.
• Keep maintenance supplies organized and stocked.
• Assist the Manager and Superintendent with general maintenance functions.
• Conduct tenant room inspections.
• Obtain quotes and estimates from contractors.
• Assist with drafting and typing correspondence, emails, faxes, memos, and notices.
• Take and maintain minutes of all meetings.
• Maintain and distribute management office lists for tenants, vendors, staff, and miscellaneous documents.
• Prepare and distribute the exterminator list to the Front Desk.
• Order necessary supplies, including key blanks, appliance parts, office, cleaning, and maintenance equipment.
• Document vendor repair work.
• Assist the Manager with maintaining tenant files, including leases, certifications, incident reports, legal correspondence, work orders, and reports.
• Maintain related contract files.
• Monitor vendor files.
• Maintain the Certificates Book/Log, ensuring all inspection certificates and equipment inspections are current.
• Ensure all resident pets are documented and acknowledgments of Pet Rules and Riders are current.
• Make bank deposits weekly or as needed.
• Distribute employee checks.
• Request quotes for purchases from authorized vendors.
• Inspect deliveries.
• Review and process invoices for payment.

Requirements

• 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 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.
• Proficiency in Microsoft Office - including Word, Excel, and Outlook.
• On-site work; frequent standing, walking, and bending.
• Ability to move up to 25lbs.

Skills

• Strong communication skills
• Strong math skills
• Computer literacy
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Flexibility
• Initiative
• Detail oriented
• Organized
• Ability to implement emergency procedures
• Spanish proficiency preferred

Location

• Onsite

Work Type

• Full-time
• Onsite

Experience Level

• Two (2) years of comparable work experience

Education Level

• High School Diploma or GED or a combination of education and experience

Benefits

• Medical
• Dental
• Vision
• 403(b) retirement savings
• Flexible Spending Accounts (FSA)
• Life & Disability
• Employee Assistance Program (EAP)
• Commuter benefits
• Voluntary benefit options
• 11-12 paid Federal Holidays
• Vacation time
• Sick time

About the Company

• The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization dedicated to providing safe, affordable housing with supportive services.
• Its mission is to enhance the independence and dignity of each resident.
• WSFSSH develops, manages, and provides housing for low-income older adults, many of whom experience mental illness and/or homelessness.

Equal Opportunity

• 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.