Assistant Building Manager

4 weeks ago

New York, New York, United States WEST SIDE FEDERATION FOR SENIOR AND SUPPORTIVE HOUSING, INC. Full time
Job Description

Job Description: Assistant Building Manager, Euclid

ORGANIZATION:

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 is an Equal Opportunity Employer (EOE)


POSITION:

The Assistant Building 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.


Responsibilities:

Personnel Management

  • Supervise front desk personnel.
  • Ensure that 24-hour shifts are covered as per union contract.
  • Maintain all leave time requests.
  • Ensure that all supplies, including forms, are maintained.
  • Ensure that personnel is cleaning and maintaining the front desk area.
  • Co-Supervise maintenance staff and administrative staff.
  • Assist in maintaining active personnel files: Vacation requests, time taken (sick leave, personal days, etc.)
  • Process timesheets and submit in a timely manner.
  • Assist with staff meetings, tenant/staff complaints, and performance evaluations when needed.
  • Responsible for taking and maintaining minutes of all meetings.
  • Assist with Social Service staff interface.
  • Coordinate with social service staff on various tenant issues, including arrears, housekeeping, disruptive behavior, room maintenance, monthly tenant meetings, etc.
  • Ensure 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 the building manager's absence.
  • Assist with Housing Court Hearings/Trials
  • Office/Building Management and Administrative
  • Manage general office functions.
  • Establish a 1:1 professional relationship with tenants.
  • Assist in responding to building violations and coordinate with Contractors and Euclid Hall staff to clear violations.
  • Reach out to Contractors for quotes and estimates

Management Office

  • Maintain all management office lists related to tenants, vendors, staff, and miscellaneous documents.
  • Prepare and distribute exterminator lists to the Front Desk.
  • Order supplies when needed: key blanks, appliance parts, office, cleaning, and maintenance equipment.
  • Document vendor repair work.
  • Maintain related contract files.
  • Document problems encountered and proposed resolutions.
  • Monitor vendor files.
  • Maintain Certificates Book/Log. Ensure all inspection certificates and equipment inspections are current and have not expired.
  • Perform move-ins and move-outs, rent changes, activity notes, and legal updates in RealPage.

Assist in maintaining tenant files consisting of:

  • Lease.
  • Section 8 and other income certifications.
  • Incident reports.
  • Legal correspondence.
  • Work orders.

Assist in maintaining monthly, quarterly, and yearly reports. Reports include but are not limited to the following:

  • Arrears
  • DHCR
  • Rent Rolls
  • Legal
  • Front Desk
  • Provide assistance at the front desk as needed.

Building Maintenance

  • Assist in the general maintenance function of the premises, including but not limited to:
  • Tenant room inspections
  • Daily, weekly, monthly, yearly checklists of maintenance tasks for use by maintenance staff.
  • Conduct regular inspections of boiler, elevator, fuel storage tanks (if applicable), sprinkler, standpipes, etc.
  • Maintain clear identification of all building systems; for example, plumbing valves, sprinkler standpipes, etc.
  • Enforce recycling and garbage regulations.
  • Ensure Extermination List is maintained and updated monthly and Contracts are following contract agreements.
  • Keep orderly and stock maintenance supplies.
  • Rent Collection/Arrears and Payroll Distribution
  • Assist in rent collection and arrears pursuit.
  • Process coin exchanges for rent collection.
  • Pickup coin exchange and assist in verifying amounts received.
  • Make bank deposits weekly or as needed.
  • Distribute employee checks.
  • Collect all rent checks and money orders from the rent deposit box and process.
  • Purchases
  • Request quotes for purchases using authorized vendors.
  • Inspect deliveries.
  • Review and process invoices for payment.
  • 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.
  • Assisting with other duties as directed.

Qualifications Expected:

  • At least 21 years of age.
  • Strong communication skills, math skills, and computer literacy, including Microsoft Word, Excel, and Outlook.
  • Emotionally, mentally, and physically able to perform job responsibilities.
  • Prefer a minimum of two years of experience working with senior adults.
  • Prefer Associate's or Bachelor's Degree.
  • Must be able to speak, read, and write in English and Spanish.
  • Other tasks or assignments as mutually agreed with supervisor(s)

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