Leasing Administrator

FirstService Residential; New York (NY); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Disability Coverage

Paid Time Off

Paid Holidays

401(k) Match

Job summary

FirstService Residential in New York City is seeking an Affordable Housing Administrator to support compliant lease administration, resident relations, and property operations across our affordable housing communities.

The role handles mail processing, document management, renewals, notices, and coordination with Yardi and On-Site platforms, ensuring accuracy and timely filing for the NYC portfolio.

Qualifications

• One to two years' administrative experience.
• Must be extremely organized, consistent, and adaptable to change.
• Superior verbal and written communications skills with customer service exposure.
• Proven leadership and teamwork abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with leasing platforms such as Yardi, MDS, and On-Site is preferred.

Responsibilities

• Open and receive mail with date stamps.
• Organize checks and paperwork for processing.
• File mail and manage renewals vs new leases.
• Document management and scanning into Connect & Yardi.
• Upload lease renewals to On-Site and ensure accuracy of tenant information.
• Label and file executed leases and renewals by tenant and renewal year.
• Prepare renewal offers and mailings; create labels for tenants.

Tools

Yardi

MDS

On-Site

Job description

Description

FirstService Residential isseekinga 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

• Opening and Receiving Mail
• Open all incoming mail and date stamps accordingly.
• Organize checks and paperwork by stapling them together for easy processing.
• File mail appropriately, segregating renewals and new leases, and matching standalone checks to pending renewals.
• Document Management
• Maintain a continuous supply of essential forms by making copies as needed, including Window Guards, Sprinkler System, Lead Paint, property & Tenant contact form, Stove knobs notice, allergen Hazard, DHCR riders, Local law notices and pamphlets, flood rider, misc. & etc.
• Scan and upload executed new vacancy leases and renewals into Connect & Yardi, labeling documents by building and unit number.
• Upload manual On-Site renewals to On-site platform and ensure that tenant information regarding renewal choice is accurate.
• Label executed leases & renewals by (Last Name & Renewal Year) for easy identification and filing.
• Preparing manual renewals offers for mailing
• Create labels with tenant name, address, unit number, and STAB/DEREG MM/YY.
• Create proof of mailing sheets.
• Review the renewals and additional riders.
• Attach necessary forms and pamphlets according to regulations and lineup requirements.
• Add to envelopes
• Ensure all approvals were received via the Smartsheet prior to placing in the mail.
• Scan and save monthly agent's review reports, approvals, and certified documents into the leasing administrator Sharepoint folder for easy access.
• Load all lease renewals office copies in Connect under the Association Document tab, organizing them by unit and creating folders for the month by building.
• Mailing fully Executed Leases, Renewals and Follow-up notices
• Ensure all forms are signed before mailing out executed leases & renewals, and follow-up notices.
• Prepare countersigned renewal letters
• Scan and upload office copy and lease application into Connect and Yardi, naming files appropriately.
• Deliver office copies of only NEW leases to corresponding managers for filing.
• Manage second, final, and expired follow-up notices via On-Site, and/or Quadient or Regular mail as needed.
• Delivering Renewals and Vacancy Leases for Final Signature
• - Distribute renewals and new leases requiring signatures to assigned staff weekly for prompt processing.
• Email Correspondence and Miscellaneous Tasks
• Handle various email correspondences from residents, property managers, and assistant property managers.
• Process renewals, follow up on new leases, and assist in locating proof of mailing and necessary documents.
• Make Zendesk tickets for pending renewals that require additional tenant information or need to be corrected.
• Assist with the transitions-out process for buildings we no longer manage by compiling past renewals, association documents, and proof of mailing.
• Assist the team with monthly assigned tasks to ensure smooth operations.
• Complete a yearly organization of filing cabinet, or “purging,” to ensure that relevant renewals are kept in correct order (by expiration year and unit #).

Skills & Qualifications

• One to two years' administrative experience.
• Must be extremely organized, consistent, and flexible and adaptable to change.
• Must have superior verbal and written communications skills and proven customer service exposure.
• Proven leadership and teamwork skills and attributes.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with leasing platforms such as Yardi, MDS, and On-Site is 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

$25.48-$26.44/hourly

Disclaimer

The above information on this description has been designed toindicatethe general nature and level of work performed by employees within this classification. It is not designed tocontainor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules,dutiesand 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.