Senior Manager of Admin Services

Shinda Management Corporation; New York (NY); On-site; USD 75,000 - 95,000; Full time

Job summary

Shinda Management Corporation is seeking a Senior Manager of Administrative Services to supervise staff and oversee Legal, Leasing and Occupancy departments in a busy property management setting.

You will implement administrative systems, promote a positive culture, and ensure compliance with HUD, DHCR, and other regulations while coordinating with site teams across the portfolio.

Qualifications

• Bachelor’s degree in Business Management or equivalent.
• Knowledge of all governmental regulations and housing policies (HUD, HPD, etc.).
• 2–5 years proven administrative or assistant experience.

Responsibilities

• Supervise Legal, Leasing and Occupancy staff.
• Maintain full occupancy across properties.
• Process leases (new and renewals) and determine legal rent.
• Ensure compliance with regulatory guidelines and reporting.

Skills

Time management

Multitasking

Communication

Organizational skills

Problem solving

Leadership

Interpersonal skills

Self-starter

Education

Bachelor's degree in Business Management or equivalent

Tools

Microsoft Office

Google apps

Job description

About the Organization

For over three decades, SMC has been in the forefront of proven, quality real estate property management services in the New York/New Jersey metropolitan area. Our property management portfolio consists of rental housing for family and senior residents, developments funded by the low-income housing tax credit program, government assisted rental housing and rent stabilized properties.

We care about your concerns and take excellent care of your property. As Owners, we understand that 'good management doesn't cost, it saves'. SMC is dedicated to providing quality property management services at every level of our organization. Every member of our team strives to fulfill our vision of excellent customer services to both our clients and residents. We pledge our commitment to providing quality Real Estate Property Management and Consulting Services.

Our Vision: Investing in our people, our properties and our communities to build a lifestyle of prosperity.

Our Mission: We're determined to maintain a thriving culture. We are focused on enhancing team effectiveness. We promote individual and collective growth within the community by redefining affordable housing.

Description

Job Purpose / Summary:

The Senior Manager of Administrative Services supports operations by supervising staff, organizing, and implementing administrative systems and oversees the Legal, Leasing and Occupancy departments.

Key Responsibilities

• Legal: Responsible for maintaining the proper legal status of financial (rent) and tenancy status (current lease and /or recertifications) of residents
• Occupancy: Responsible for maintaining full occupancy in all properties
• Leasing: Responsible for processing leases (new and renewals) for the properties and determining the correct legal rent for residents.
• Contribute to organizational goals by identifying strengths and weaknesses of current processes and find solutions to improve them.
• Create and promote a positive and innovative culture and forward-thinking processes and procedures to enact positive change and meet goals.
• Stay abreast and update policies and procedures mandated by governmental agencies i.e., US Department of Housing and Urban Development (HUD), Division of Housing and Community Renewal (HCR), DHCR Rent Stabilization guidelines, etc.
• Maintain good relations with oversight agencies including but not limited to HPD, HDC, NYCHA, and Tax Credit Investors/Syndicators
• Performs other related duties as assigned.

Leasing Department - Oversees the following

• Manage a team responsible for managing the day-to-day leasing operations across a growing portfolio of affordable housing properties owned or managed by Shinda Management Corporation, including marketing, leasing, reputation management, and maintaining good customer relations with current residents, prospective residents, and the building owners.
• Supervise the planning, preparation, and implementation of renewal parties, property events, processing of rental subsidies, and maintaining legal rent registration.
• Execute the tasks necessary to accomplish leasing goals, monitor occupancy of the property.
• Oversee lease packages and ensure all team members submit for verification in proper form.
• Oversee lease up of new projects including fair housing marketing, tenant selection plans, tenant applications, Housing Connect lottery, HUD lotteries, and referral programs including but not limited to DHS.
• Diligently track prospect information to ensure data is complete and accurate. Ensure the team is responding in a timely manner and are proactively pursuing leads and that all marketing reports are properly reporting traffic.
• Ensure new and renewal leases are followed in compliance with latest regulatory, insurance and best practice standards.
• Ensure resident demographics including household size, income and age are tracked for use in outcomes analysis and funding applications.
• Inspect weekly reports and ensure all appropriate data is entered.

Occupancy Department - Oversees the following

• Responsible for providing the highest level of customer service while ensuring that the buildings are meeting targeted occupancy and revenue goals; utilize selling techniques and develop client-centric solutions to effectively close deals.
• Maintenance of waiting lists and logbooks according to corporate and regulatory standards.
• Conducts new resident orientation.
• Review submission of applicant files for approval in accordance with the project's regulatory agreement, IRS Section 42, Federal and/or State Marketing Guidelines, and HUD's Occupancy Handbook 4350-3
• Review lottery logs, waiting lists, and reasonable accommodation logs.
• Coordinate and communicate with regulatory/governing agencies, site staff and housing applicants to coordinate leasing related issues/tasks.
• Handle and provide responses to applicant's complaints, inquiries, and concerns.
• Maintain active regulatory program compliance and management coordination with site staff including preparation for unit inspections, showings, and move-in coordination.
• Manage reporting/data collection for properties in portfolio - occupancy statistics, outcomes, demographics, etc.
• Manage availability sheets and ensure accuracy, including biweekly audits in Yardi to ensure all vacancies are reported.
• Ensure the team is updating the turnover report as needed and apartments are shown in good condition. Report issues accordingly.
• Work with property management teams to track and maintain renovations reports.

Legal Department - Oversees the following

• Determining what tenants should be referred to L&T
• Sending breakdowns
• Reviewing rent rolls
• Opening non-pay cases
• Approving invoices
• Creating Trial Packages
• Completing monthly reports
• End-of-month legal percentages
• Sending late notices
• Reviewing/scanning court stipulations
• Following up on repairs if in a stipulation
• Drafting legal order sheet to start holdover and non-payment cases
• Drafting reminder letters to be delivered to tenants.
• Reviewing and entering stipulation cases. drafting general activity to adjust account balance per stipulation
• Supporting attorney calls from court for cases
• Answering calls from tenants in connection with legal issues
• Review of Site Managers Rent Roll and compare to the attorney's report
• Preparing legal status spreadsheet
• Updating legal status spreadsheet monthly
• Interfacing with Site Manager-requesting updates, court stipulations and legal order sheets- as required and where applicable
• Review of attorneys billing statements

Other Responsibilities

• Holding bi-weekly staff meetings with the Legal, Leasing and Occupancy Staff
• Stay current on updates and procedures mandated by the government agencies pertaining to Legal, Leasing and Occupancy

Performance Management

• Ensure top performance by providing team with aqueduct coaching and guidance.
• Evaluate and manage staff performance.
• Coach, mentor, and discipline staff
• Allocate tasks and assignments to subordinates and monitor their performance.
• Oversee training, qualifications and ensure consistent work quality.

Talent Management

• Responsible for recruiting and providing orientation and training to new employees.
• Reviewing and approving timecards, managing schedules and PTO requests

Core Competencies

• Confidentiality
• Effective Communication
• Customer Orientation
• Problem Solving
• Flexibility
• Ability to think outside the box

Direct Supervisory Role

• The Senior Manager of Administrative Services directly supervises the staff of the Legal, Leasing and Legal Departments

Reports to

Vice President of Operations

Key Working Relationships

• Executive Staff
• Accounting Department
• Area Supervisors
• Site Managers

SALARY RANGE 75-95K ANNUALLY

Position Requirements

General Qualifications

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Minimum Requirements

• Bachelor’s degree in Business Management or equivalent
• 2-5 years proven administrative or assistant experience.
• Knowledge of all governmental regulations and of housing polices for various governmental agencies, i.e., HUD, HPD, etc.
• Previous experience of coordinating and organizing all functions related to tenant services.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Strong organizational and planning skills.
• Must be a self-starter and driven.
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office and Goggle products
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages

Location Shinda Management- Corporate Office

EOE Statement Shinda Management Corporation is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender identity and expression, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Shinda Management Corporation takes affirmative action in support of its policy to employ and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

Full-Time/Part-Time Full-Time

This position is currently accepting applications.