MSS - Admin Assistant

2 months ago

New York, United States WEST SIDE FED SR.SUP Full time
Job DescriptionJob Description


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. WSFSSH currently owns and operates nearly 2400 units in 29 buildings located in Manhattan and the Bronx. WSFSSH is an Equal Opportunity Employer (EOE)

Job Description: Administrative Assistant

Under the supervision of the Property Manager, the Admin Assistant will provide a range of services to residents with the goal of enabling residents to live permanently, safely, and as independently as possible.

  • Manage general office functions but not limited to filing, faxing, Email/Phone correspondence.
  • Assist manager in responding to building violations.
  • Maintain and distribute all management office lists related to tenants, vendors, staff and miscellaneous documents to tenants or personnel.
  • Schedule quarterly maintenance of equipment with vendors, schedule fire drills, and schedule maintenance of office equipment as needed.
  • Ordering supplies when needed: key blanks, appliance parts, office supplies, cleaning and maintenance supplies and equipment if needed.
  • Document vendor repair work.
  • Maintain vendor contract files.
  • Document problems encountered, & proposed resolutions.
  • Maintain Certificate Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired.
  • Assist manager with maintaining tenants’ files consisting of:
  • Tenant Lease
  • Section 8 and other income certifications.
  • Incident reports.
  • Legal correspondence.
  • Work orders
  • Front Desk Coverage

Other responsibilities may include:

  • Working as a member of a team to establish and maintain high levels of care, respect for, and communication with tenants and staff.
  • Working cooperatively with other staff members.
  • Attending training sessions and conferences as required for enhancement of job skills.
  • Implementing emergency procedures as necessary.
  • Assist residents with personal financial management such as paying rent, electric bills, medical bill processes.
  • Work with residents on personal organization and schedules; for medical appointments, recreation, and other activities,
  • Assist Supervisor with gathering and tracking client statistics.
  • Review and monitor resident work orders, coordinate between resident, social services, and Property Management.
  • Assisting with other duties as directed.

Qualifications Expected:

  • Experience working with the elderly population preferred.
  • Strong math and writing skills.
  • Strong computer literacy in Microsoft Office (Excel, Word, Outlook)
  • Preferred Real Page Experience.
  • Emotionally, mentally, and physically able to perform job responsibilities.
  • Associate or bachelor’s degree preferred.
  • Prefer bilingual English/Spanish.
  • Other tasks or assignments as mutually agreed with supervisor(s)

WSFSSH is and Equal Employment Opportunity Employer (EEO); employment is based upon personal capabilities and qualifications without discrimination because 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 characteristic as established by law.

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Shift schedule varies due to needs.
Budgeted hours varies based on needs.

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