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About the Role

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.

Responsibilities

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.
Create and maintain a system for tracking and prioritizing income certification requirements and deadlines.
Prepare and maintain current, thorough, and accurate lease and income verification files.
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.
Use RealPage to enter lease information, tenant income, tenant payments, and produce reports.
Monitor and ensure correct LIHTC and Section 8 rents and utility allowances are in effect.
Track, report, and reconcile subsidy payments and liaise with agencies to resolve discrepancies.
Assist tenants with obtaining rent ledgers, verification letters, and letters to agencies.
Assist Property Manager in addressing rent arrears with written correspondence and develop action plans.
Assist Manager with staff meetings and addressing tenant/staff complaints.
Coordinate with social service staff on tenant issues including arrears, housekeeping, and disruptive behavior.
Ensure the social services department receives copies of incident reports, tenant lists, and management letters.
Act as liaison between tenants and staff in the building manager’s absence, including emergency on-call response.
Approve staff timesheets or PTO requests during the manager’s absence.
Collect and process all rent checks and money orders from the rent deposit box.
Assist manager with rent collection and arrears pursuit.
Assist Manager with Housing Court Hearings/Trials.
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 staff to clear violations.
Utilize daily, weekly, monthly, and yearly checklists for maintenance tasks.
Conduct regular inspections of building systems such as boilers, elevators, and sprinkler systems.
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 orderly and stocked.
Assist manager and Superintendent with general maintenance functions.
Conduct tenant room inspections.
Reach out to Contractors for quotes and estimates.
Assist with drafting and typing correspondence, emails, faxes, memos, and notices.
Maintain and distribute all management office lists related to tenants, vendors, staff, and documents.
Prepare and distribute the exterminator list to the Front Desk.
Order supplies as needed.
Document vendor repair work.
Assist 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 are current.
Ensure all resident pets are documented and acknowledgments of Pet Rules and Rider are current.
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.

Requirements

Strong communication skills.
Strong math skills.
Strong 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.
Implement emergency procedures as necessary.
Assist with other duties as directed.
On-site work; frequent standing, walking, and bending.
Ability to move up to 25 lbs.

Skills

RealPage
LIHTC
Section 8
DHCR
NYC 15/15
ESSHI
SCRIE
DRIE
Microsoft Word
Microsoft Excel
Microsoft Outlook

Location

Onsite

Work Type

Full-time
Onsite

Experience Level

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.

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 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.

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.