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 coveredTraining and implementation of de-escalation and communication techniquesAlways maintaining professionalismMaintain 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 maintainedCo-Supervise maintenance staff, and administrative staffActs as Property Manager when property manager is on vacation or on leave, including emergency on-call response during non-business hours and weekendsProcess rent bills, receipts in RealPage. Process rent payments in a timely mannerPrepare and process Section 8 and LIHTC initial, interim, and annual certifications and ensure all are completed in a timely mannerConsistently follow up with applicants, residents and/or 3rd parties to obtain required eligibility / program documentation within required time framesCreate and maintain system for tracking / prioritizing current and accurate income certification requirements and deadlines in accordance with LIHTC, Section 8, SCRIE and DRIEPrepare 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 auditsAssist Property Manager with creating and executing lease and lease renewalsAccurately process move-ins, move-outs, unit transfers, gross rent changes and lease renewals in accordance with LIHTCActively 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 mattersAssist 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 neededWith 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 residentsAct 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 tenantsAssist manager in responding to building violations and coordinate with Contractors and Euclid Hall staff to clear violationsDaily, weekly, monthly, yearly checklists of maintenance tasks for use by maintenance staffConduct 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 regulationsEnsure the Extermination List is maintained and updated monthly, and Contracts are following contract agreementsKeep orderly and stock maintenance suppliesAssist 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 certificationsIncident reports Legal correspondenceWork ordersMonthly, quarterly, and yearly reportsMaintain related contract filesMonitor vendor filesMaintain Certificates Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expiredEnsure all resident pets are documented and acknowledgement of Pet Rules and Rider are currentPurchasing

Make bank deposits weekly or as neededDistribute 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 OutlookEmotionally, mentally, and physically able to perform job responsibilitiesDemonstrated flexibility and initiative to work both independently and as part of a teamDetail oriented and organizedAttend training sessions and conferences as required for enhancement of job skillsAbility to implement emergency procedures as necessaryEducation & Experience

High School Diploma or GED or a combination of education and experienceTwo (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 needsWorking knowledge of LIHTC, Section 8, DHCR, NYC 15/15, ESSHI, SCRIE, and DRIE requirements Able to speak, read and write in English. Spanish proficiency preferredProficiency in Microsoft Office - including Word, Excel, and Outlook 

Physical Requirements

On-site work; frequent standing, walking, and bendingAbility to move up to 25lbs.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.