Rent Administrator

Breaking Ground; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

Breaking Ground operates housing across New York City and upstate New York. The Rent Administrator oversees rent collection, responds to tenant questions, and coordinates with social services to ensure timely payments.

This 35-hour per week role works with the Finance department and outside counsel to manage rent records and subsidies. Located on the Lower East Side, The Lee provides permanent supportive housing and requires meticulous record-keeping and tenant liaison to maintain program

Qualifications

• Bachelor’s or equivalent experience.
• Experience working with special needs individuals; familiarity with rent, accounting, or banking preferred.
• Superior organization, analytical, and interpersonal skills; ability to work with diverse populations; able to work independently and in a team.
• Notary preferred.
• Proficiency with Microsoft Office suite.
• Strong proficiency with creating and maintaining spreadsheets & databases.

Responsibilities

• Maintain accurate income and rent information in databases.
• Prepare weekly reports of tenants’ rent status and arrears.
• Prepare weekly reports on trends in arrears and payment plans.
• Maintain lists of due dates for tenants in payment plans and court stipulations.
• Meet with tenants to address rent issues.
• Collaborate with social services on rent issues.
• Coordinate with Entitlements Specialist on payments or grants.
• Lead bi-weekly staff meetings on arrears.
• Draft legal documents, including 14 Day Demand notices.
• Coordinate with maintenance on additional charges.
• Complete, review, and track subsidy and lease renewals.
• Oversee rent changes including subsidy impacts.
• Provide residency letters when applicable.
• Coordinate with outside counsel on non-payment actions and court appearances.
• Review legal and subsidy bills for accuracy monthly.
• Perform other related duties.

Skills

Organization

Analytical skills

Interpersonal skills

Teamwork

Microsoft Office

Spreadsheets

Databases

Education

Bachelor’s or equivalent experience

Tools

Microsoft Office Suite

Job description

Lee - Pitt Street, 133 Pitt Street, New York, New York, United States of America

Job Description

Posted Monday, July 20, 2026 at 4:00 AM

ABOUT US: - We believe that everyone deserves a home!

Breaking Ground operates nearly 4,000 units of housing across New York City, along with housing in upstate New York and Connecticut. Supportive housing – affordable housing paired with services designed to help people maintain their homes for the long‑term – is widely recognized as a proven and cost‑effective solution to chronic homelessness.

Breaking Ground's programs and services help people experiencing street homelessness – especially those who have been on the streets the longest – to come indoors. Through our Street to Home outreach program and transitional housing resources, we help people get, and stay, on the path to a permanent home.

Located on the Lower East Side, The Lee offers 262 units of permanent supportive housing to low‑income New Yorkers, people living with HIV/AIDS, and chronically homeless individuals, including individuals with mental illness. The Lee also provides housing for young adults who are aging out of foster care or have experienced homelessness. The Door provides comprehensive onsite social services, and Breaking Ground coordinates property management services.

The Rent Administrator is responsible for overseeing the rent collection process. They are responsible for responding to tenant questions and concerns about rent. The Rent Administrator also works closely with tenants and social services to ensure that rent is paid in full each month. Additionally, this position will work closely with the Finance department to maintain accurate and timely rent records for tenants and to develop effective strategies for addressing and solving tenant rent issues. The incumbent works closely with outside counsel and with a variety of subsidy agencies. The Rent Administrator is the primary point of contact for tenant rent subsidies.

This position has a 35‑hour work week.

ESSENTIAL DUTIES:

• Maintain accurate income and rent information in various databases
• Prepare weekly reports of tenants’ rent status, reason for arrears, current court status, Public Assistance arrears, and contact made with the individual regarding rent issues
• Prepare weekly reports following trends in general arrears issues and coordinating payment plans
• Maintain a clear and comprehensive list of due dates for all tenants in payment plans, court stipulations, and which tenants, in owing unpaid rent, are not entitled to special services within the building
• Meet with tenants to answer rent related issues
• Collaborate with social services on tenants’ rent issues
• Collaborate with Entitlements Specialist to follow up on payments or grants from outside organizations
• Lead bi‑weekly meetings with staff to communicate current arrears situations
• Draft legal documents, including 14 Day Demand notices
• Coordinate with maintenance department regarding additional repair or replacement charges
• Complete, review, and track all subsidy and lease renewals
• Oversee tenant rent changes, including those changes that affect rent subsidies
• Provide residency letters for individuals, when applicable
• Coordinate with outside counsel regarding non‑payment legal action and make court appearances, when necessary
• Review legal and subsidy bills for accuracy on a monthly basis
• Perform other related duties as assigned

MINIMUM QUALIFICATIONS:

• Bachelor’s or equivalent experience
• Experience working with special needs individuals; Familiarity with rent, accounting, or banking preferred
• Superior organization, analytical, and interpersonal skills; Ability to work with diverse populations; Ability to work independently and as part of a team; Ability to handle multiple high priority tasks simultaneously
• Current and active New York Notary preferred
• Proficiency with Microsoft Office suite
• Strong proficiency with creating and maintaining spreadsheets & databases