Assistant Property Manager

WSFSSH, Inc.; New York (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision

403(b) retirement savings

Flexible Spending Accounts (FSA)

Life & Disability

Employee Assistance Program (EAP)

Commuter benefits

11–12 paid Federal Holidays

Vacation and sick time

Job summary

West Side Federation for Senior & Supportive Housing in New York, NY is seeking an Assistant Property Manager to support administration and property management, helping residents live safely and independently. This is a full-time, onsite role, five days a week.

Responsibilities include processing rent bills in RealPage, preparing LIHTC/Section 8 certifications, maintaining income verification files, assisting with leases, and coordinating with social services to address tenant needs.

Qualifications

• High School Diploma or GED required.
• 2 years' experience in supportive housing or property management.
• Knowledge of LIHTC, Section 8, DHCR, SCRIE and DRIE.
• English speaking/writing; Spanish preferred.
• Proficiency with Microsoft Word, Excel, Outlook.

Responsibilities

• Process rent bills/receipts and payments in RealPage.
• Prepare LIHTC/Section 8 certifications and ensure timely completion.
• Track income certifications and deadlines for audits.
• Maintain lease/income verification files and tenant records.
• Assist with lease creation and renewals.
• Enter lease and income data in RealPage and generate reports.
• Coordinate with social services on tenant issues and arrears.
• Oversee maintenance and office functions; coordinate with staff.
• Assist with purchasing, invoicing, and vendor management.

Skills

Communication skills

Math skills

Computer literacy

MS Word/Excel/Outlook

Team player

Detail oriented

Training participation

Emergency procedures

Duties as assigned

Education

High School Diploma or GED

2 years property management exp

LIHTC/Section 8 knowledge

English proficiency

Spanish proficiency preferred

Tools

RealPage

Job description

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 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

• 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, DHCR and Section 8.
• Use RealPage to enter lease information, tenant income information, tenant payments, and to produce tenant receipts, arrears reports, vacancy reports and tenant ledgers.
• Monitor and ensure correct LIHTC and Section 8 rents and utility allowances are in effect at the property.
• 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 Manager with addressing rent arrears with written correspondence and develop plan of action (e.g., payment plans and/or legal referrals).
• Assist in staff meetings, addressing tenant/staff complaints.
• Coordinate with social service staff on various tenant issues including arrears, housekeeping, disruptive behavior, room maintenance and monthly tenant meetings.
• 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, including emergency on‑call response during non‑business hours and weekends and approving staff timesheets or PTO requests.
• Collect all rent checks and money orders from rent deposit box and process.
• Assist Manager with rent collection and arrears pursuit.
• Assist with Housing Court Hearings/Trials.

Office Management

• Co‑supervise maintenance staff and administrative staff.
• Manage general office functions.
• Establish a 1:1 professional relationship with tenants.
• Respond to building violations and coordinate with contractors and Euclid Hall staff to clear them.
• Maintain daily, weekly, monthly, yearly checklists of maintenance tasks for maintenance staff.
• Conduct regular inspection of boiler, elevator, fuel storage tanks (if applicable), sprinkler, standpipes, etc.
• Maintain clear identification of all building systems; e.g., plumbing valves, sprinkler standpipes.
• Enforce recycling and garbage regulations.
• Ensure the Extermination List is maintained and updated monthly, and contracts follow agreements.
• Keep maintenance supplies orderly and stocked.
• Assist Superintendent with general maintenance functions of the premises.
• Perform tenant room inspections.
• Reach out to contractors for quotes and estimates.

Administrative

• Assist with drafting and typing correspondence, emails, faxes, memos, and notices.
• Take and maintain minutes of all meetings.
• Maintain and distribute all management office lists related to tenants, vendors, staff, and miscellaneous documents.
• Prepare and distribute exterminator list to Front Desk.
• Order supplies when needed: key blanks, appliance parts, office, cleaning, and maintenance equipment.
• Document vendor repair work.
• Assist Manager with maintaining tenant files consisting of: lease, Section 8 and other income certifications, incident reports, legal correspondence, work orders, monthly/quarterly/yearly reports, contract files, vendor files, Certificates Book/Log; ensure all inspection certificates and equipment inspections are current and not expired.
• Maintain pet documentation and acknowledgment of Pet Rules and Rider.

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, 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 independently and as part of a team.
• Detail oriented and organized.
• Attend training sessions and conferences as required for job skill enhancement.
• Implement emergency procedures as necessary.
• Assist with other duties as directed.

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 – Word, Excel, Outlook.

Physical Requirements

• On‑site work; frequent standing, walking and bending.
• Ability to move up to 25 lbs.

Benefit Overview

West Side 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 include 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.