Job Information
Westside Federation for Senior Supportive Housing Assistant Property Manager II in NEW YORK, New York
Full Time Salary- Working at least 35 Hrs
Euclid Hall, NEW YORK, NY, US
Salary Range: $61,000.00 To $70,000.00 Annually
Assistant Property Manager II
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
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 Property Manager in addressing rent arrears with written correspondence & develop plan of action to address arrears (i.e., payment plans and/or legal referrals .)
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
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 .
Benefit Overview
Westside Federation for 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, Employee Assistance Program (EAP), commuter benefits and more. Voluntary benefit options and time off includes 11-12 paid Federal Holidays as well as vacation and sick time.
EEO Statement
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.
Monday - Friday 9am - 5pm
(35 Hours )