Assistant Property Manager

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization responding to the need for low-cost housing. Our 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 social services in housing for low-income persons, especially those who are older, who have experienced homelessness and who live with mental illness.

Job Summary 

The Assistant Property 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.

Please Note: The Fischer building is a brand-new Supportive and Affordable Housing residence in the Bronx, providing 105 units of permanent housing units, including 45 studio apartments, 59 one-bedroom apartments, and one two-bedroom superintendent's unit. The estimated start date for this new position is September 2025.

Job Duties & Responsibilities 

Responsibilities include but are not limited to:

Building Management

• Prepare and process Section 8 and LIHTC initial, interim, and annual certifications and ensure all are completed in a timely manner. 
• Consistently follow up with applicants, residents and/or 3rd parties to obtain required eligibility / program documentation within required time frames.
• Create and maintain system for tracking / prioritizing current and accurate income certification requirements and deadlines in accordance with LIHTC, Section 8, SCRIE and DRIE. 
• Prepare and maintain current, thorough, and accurate lease and income verification files, both paper and electronic, for each tenant and ensure resident files are always ready for LIHTC/Section 8 audits.    
• Assist Property Manager with creating and executing lease and lease renewals.
• Accurately process move-ins, move-outs, unit transfers, gross rent changes and lease renewals in accordance with LIHTC, DHCR and Section 8.  
• Use RealPage to enter lease information, tenant income information, tenant payments, and to produce tenant receipts, arrears reports, vacancy reports and tenant ledgers. 
• Monitor and ensure correct LIHTC and Section 8 rents and utility allowances are in effect at the property.
• Actively track, report, reconcile subsidy payments from subsidy sources (e.g., HPD) and liaise with relevant agencies to resolve subsidy payment discrepancies, audit issues, and other pertinent matters.
• Assist tenant with obtaining rent ledgers, tenant verification letters, and letters to agencies to ensure the continuous of housing. 
• Assist Property Manager in addressing rent arrears with written correspondence & develop plan of action to address arrears (i.e., payment plans and/or legal referrals.)
• Assist Manager with staff meetings, tenant / staff complaints and performance evaluations when needed.
• With the Property Manager, coordinate with social service staff on various tenant issues including arrears, housekeeping, disruptive behavior, room maintenance, monthly tenant meetings, etc.
• Ensure the 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 building manager's absence.
• Collect all rent checks and money orders from rent deposit box and process.
• Assist manager with rent collection and arrears pursuit.
• Assist Manager with Housing Court Hearings/Trials

Office Management 

• Responsible for direct supervision of front desk personnel, including:
  • Ensuring that 24-hour shifts are covered.
  • Training and implementation of de-escalation and communication techniques. 
  • Maintaining professionalism at all times. 
  • Maintain all leave time requests
  • Process timesheets and submit them in a timely manner.
  • Ensure that personnel are cleaning and maintaining front desk area
  • Ensure that all supplies including forms are maintained.
• Co-Supervise maintenance staff, and administrative staff.
• Manage general office functions.
• Establish a 1:1 professional relationship with tenants.
• Assist manager in responding to building violations and coordinate with Contractors and Euclid Hall staff to clear violations.
• Daily, weekly, monthly, yearly checklists of maintenance tasks for use by maintenance staff.
• Conduct regular inspection of boiler, elevator, fuel storage tanks (If applicable), sprinkler, standpipes, etc.
• Maintaining clear identification of all building systems; for example, plumbing valves, sprinkler standpipes, etc.
• Enforce recycling and garbage regulations.
• Ensure the Extermination List is maintained and updated monthly, and Contracts are following contract agreements.
• Keep orderly and stock maintenance supplies.
• Assist manager and Superintendent with the general maintenance function of the premises 
• Tenant room inspections
• Reaching out to Contractors for quotes and estimates 

Administrative Assistance

• Assist with drafting and typing correspondence, emails, faxes, memos, and notices.
• Responsible for taking and maintaining minutes of all meetings.
• Maintenance and distribution of all management office lists related to tenants, vendors, staff, and miscellaneous documents.
• Preparation and distribution of exterminator list to Front Desk. 
• Ordering supplies when needed: key blanks, appliance parts, office, cleaning, and maintenance equipment.
• Document vendor repair work.
• Assist manager with maintaining tenant's files consisting of:
  • Lease
  • Section 8 and other income certifications
  • Incident reports
  • Legal correspondence
  • Work orders
  • Monthly, quarterly, and yearly reports
• Assist manager in maintaining active personnel files: Vacation requests, time taken (sick leave, personal days, etc.)
• Maintain related contract files.
• Monitor vendor files.
• Maintain Certificates Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired.
• Ensure all resident pets are documented and acknowledgement of Pet Rules and Rider are current. 

Purchasing

• Make bank deposits weekly or as needed.
• Distribute employee checks.
• Request quotes for purchases using authorized vendors
• Inspect deliveries
• Review and process invoices for payment.

Required Knowledge Skills & Abilities 

• Strong communication skills, math skills and computer literacy, including Microsoft Word, Excel and Outlook.
• Emotionally, mentally, and physically able to perform job responsibilities.
• Demonstrated flexibility and initiative to work both independently and as part of a team.
• Detail oriented and organized.
• Attend training sessions and conferences as required for enhancement of job skills.
• Implementing emergency procedures as necessary.
• Assisting with other duties as directed.

Required and Preferred Education, Experience and Credentials 

• Two (2) years of comparable work experience in supportive housing, property management, or a closely related field working with a highly diverse population and/or those with special needs.
• Working knowledge of LIHTC, Section 8, DHCR, NYC 15/15, ESSHI, SCRIE, and DRIE requirements. 
• Able to speak, read and write in English. Spanish proficiency preferred.
• Proficiency in Microsoft Office - including Word, Excel, and Outlook

PHYSICAL REQUIREMENTS 

• Must be able to sit, stand, walk, and bend
• Must be able to lift 25 lbs.

Benefit Overview

Westside Federation of Senior & Supportive Housing offers full-time employees a comprehensive choice of benefits that include Medical, Dental, Vision, 403 (B) retirement savings, Flexible Spending Accounts (FSA), Life & Disability, Short-term and Long- term Disability, Employee Assistance Program (EAP) commuter benefits and more. Voluntary benefit options and Time Off that includes 11-12 paid Federal Holidays, accrued Vacation and Sick Time. 

EEO Policy or Statement 

WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees' qualifications without discrimination, on the basis 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.