Affordable Housing Administrator

FirstService Residential; New York (NY); On-site; USD 85,275,000 - 96,421,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Coverage

Paid Time Off

Paid Holidays

401(k) with company match

Job summary

FirstService Residential is seeking an Affordable Housing Administrator to support compliant operations across NYC affordable housing communities. You will handle lease administration, recertifications, rider and subsidy documents, and resident communications, ensuring adherence to HUD, LIHTC, and HPD requirements.

The role partners with management and housing teams, coordinating audits, reports, and regulatory submissions while maintaining audit-ready files.

Qualifications

• Three to Four years’ experience in New York City residential rental property management, with concentration in Affordable housing.
• NYS Sales license preferred, required to receive license within 150 days of hire
• Fair housing certificate required within 60 days of hire
• LIHTC certificate required, must obtain within 90 days of hire
• Must have superior verbal and written communications skills and proven customer service exposure.
• Need to have a high energy type of attitude to deal with the day to day tasks and able to multi‑task under pressure and stressful situations.
• Must be extremely organized, consistent, and flexible and adaptable to change.
• Proven leadership and teamwork skills and attributes.
• Working knowledge of Microsoft office and Windows environment necessary.
• Experience with Yardi Voyager, AvidXchange, ClickPay is a plus.
• Working knowledge of LIHTC regulations, HUD regulations, Section 8, and NYC affordable housing compliance strongly preferred.

Responsibilities

• Assist Property Manager for portfolio of affordable units.
• Support compliance, annual certifications, audits, reporting, file reviews and regulatory submissions.
• Coordinate annual and interim income recertifications and documentation.
• Review recertification files for accuracy and completeness.
• Track recertification deadlines and follow up with residents.
• Prepare and process new affordable-housing leases and disclosures.
• Manage renewal lease compliance and notices.
• Assist with initial certifications and move-in files for new residents.

Skills

NYC property management

NYS Sales License

Fair housing cert

LIHTC certificate

Customer service

High energy

Highly organized

Leadership

MS Office

Yardi Voyager

LIHTC/HUD/Section 8

Tools

Yardi Voyager

AvidXchange

ClickPay

Job description

Job Overview

FirstService Residential is seeking a career-minded professional to join our team as an Affordable Housing Administrator supporting affordable housing communities throughout New York City. This role supports compliance, resident relations, lease administration, and property operations.

Description

FirstService Residential is seeking a career-minded professional to join our team as an Affordable Housing Administrator supporting affordable housing communities throughout New York City. This role supports compliance, resident relations, lease administration, and property operations.

Responsibilities Include (but Are Not Limited To)

• Assistant Property Manager for portfolio of predominately affordable units (LIHTC, HUD, etc)
• Support the day-to-day administration and compliance of affordable housing communities governed by HUD, LIHTC, HCR/HPD, and other federal, state, and local regulatory programs.
• Assist with annual compliance requirements, audits, reporting, file reviews, and regulatory submissions to ensure properties remain in compliance with applicable program requirements.
• Coordinate and process annual and interim income recertifications, including obtaining required household, income, asset, and eligibility documentation.
• Review recertification files for accuracy, completeness, income calculations, rent limits, utility allowances, household composition, and required signatures before final approval.
• Track recertification deadlines and proactively follow up with residents to ensure certifications are completed within required regulatory timeframes.
• Prepare and process new affordable-housing leases, ensuring approved rents, regulatory riders, subsidy documents, required disclosures, and other compliance documents are properly executed.
• Manage renewal lease compliance, including rent calculations, applicable increases, required notices, lease riders, and regulatory documentation.
• Assist with initial certifications and move-in files for new affordable residents, confirming eligibility and required documentation prior to occupancy.
• Maintain complete and audit-ready resident compliance files, both electronic and physical, in accordance with HUD, LIHTC, and other applicable program requirements.
• Monitor income limits, rent limits, utility allowances, subsidy changes, and regulatory updates and assist with implementing required changes at the property level.
• Coordinate with property management, leasing, accounting, and affordable housing teams to resolve discrepancies involving resident eligibility, rent, subsidy, lease terms, and compliance documentation.
• Assist with HUD, LIHTC, agency, investor, lender, and internal audits and file reviews, including gathering documentation and responding to findings.
• Track and assist with correcting compliance deficiencies, missing documentation, late recertifications, and audit findings.
• Maintain compliance calendars and reporting trackers for recertifications, renewals, inspections, submissions, and other regulatory deadlines.
• Communicate directly with residents regarding documentation requirements, certification appointments, lease renewals, and outstanding compliance items.
• Support subsidy administration where applicable, including coordination of HUD or other rental‑assistance documentation and changes.
• Ensure affordable units remain compliant with applicable regulatory agreements, tenant selection plans, marketing requirements, affordability restrictions, and program‑specific policies.
• Partner with the Affordable Housing Manager and property leadership to identify compliance risks and ensure issues are escalated and resolved promptly.
• Provide general Assistant Property Manager support while maintaining a strong focus on affordable housing compliance, resident files, recertifications, and lease administration.
• Responsible for all tenant communication at assigned property, escalating to supervisor when appropriate.
• Lease Assignment process from start to finish.
• Sublet process from start to finish.
• Responsible for occupant changes.
• Responsible for notifying leasing of any changes in rent roll, etc.
• Monitor AirBnB rentals to ensure no illegal rentals at building.
• Responsible for notifying tenants of NSF’s (insufficient funds).
• Maintain resident application data to ensure tenant data is updated accordingly.
• Work closely with exterminator on scheduling, unit and common area issues, bed bug tracking, etc.
• Draft and distribute memos, notices and other correspondence to tenants and vendors.
• Responsible for tracking arrears, sending arrears notices and following up with residents.
• Respond to all communications in line with FirstService Residential best practices.
• Respond to tenant complaints and follow up on nuisance issues with residents.
• Daily checking of FSR’s 24/7 Customer Care Call Center for log issues and inquiries.
• Communicate directly with ClickPay and residents to rectify any billing issues.
• Respond to all Landlord verification requests.
• Follow‑up on all renewals to ensure timely responses and proper paperwork is submitted.
• Process all new leases and renewal in Yardi.
• Process all cancellations and extensions in Yardi.
• Maintain renewal spreadsheet, vacancy reports, bedbug tracking report, concession spreadsheet, late fee reports, etc.
• Ensure timely return of security deposits.
• Responsible for inputting ancillary charges and credits to tenant accounts.
• Prepare and send out move‑in packages, and ensure a smooth resident move‑in.
• Track all move outs while coordinating with Resident Manager on any damages and key returns.
• If needed, perform all sales and leasing activities by greeting and qualifying prospects, conducting prospect tours, processing applications, and preparing the lease.
• If needed, inspects apartments prior to resident move‑in and ensures apartments are in move‑in ready condition.
• Work with community social workers
• Assist with leasing, on an as needed basis

Skills & Qualifications

• Three to Four years’ experience in New York City residential rental property management, with concentration in Affordable housing.
• NYS Sales license preferred, required to receive license within 150 days of hire
• Fair housing certificate required within 60 days of hire
• LIHTC certificate required, must obtain within 90 days of hire
• Must have superior verbal and written communications skills and proven customer service exposure.
• Need to have a high energy type of attitude to deal with the day to day tasks and able to multi‑task under pressure and stressful situations.
• Must be extremely organized, consistent, and flexible and adaptable to change.
• Proven leadership and teamwork skills and attributes.
• Working knowledge of Microsoft office and Windows environment necessary.
• Experience with Yardi Voyager, AvidXchange, ClickPay is a plus.
• Working knowledge of LIHTC regulations, HUD regulations, Section 8, and NYC affordable housing compliance strongly preferred.

What We Offer

Comprehensive benefits package including medical, dental, vision, life insurance, disability coverage, paid time off, paid holidays, and 401(k) with company match.

Compensation

$29.76-$33.65/hourly

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job‑related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.