Assistant Building Manager, The Claremont

Job Description:  Assistant Building Manager, The Claremont


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)


Under the supervision of the Claremont’s director and associate director/clinical coordinator, The Assistant Building Manager will assist in all aspects of the administration and property management of The Claremont, with the goal of enabling residents to live permanently at The Claremont as safely and independently as possible.


Specific duties include, but are not limited to, the following:


  • Assist residents with money management, exchanges and other related financial matters.
  • Assist in the collection and recording of rent payments
  • Assist in addressing resident rent arrears through such measures as repayment plans, legal actions and NYC Housing Court proceedings.
  • Assist with all matters related to petty cash, such as check requests, the allocation and reconciliation of petty cash and other related matters.
  • Assist with preparing and processing bank transactions
  • Assist with matters related to resident subsidies and housing vouchers.
  • Assist with all matters related to resident leases
  • Assist the Claremont director with budget planning


  • Co-supervise maintenance, personal care aide and kitchen staff.
  • Assist in maintaining active personnel files and leave time records: Vacation/Sick/Holiday requests and balances
  • Assist with processing the weekly payroll and coordinate the weekly payroll pick-up
  • Assist with scheduling, coordinating and arranging staff meetings, staff trainings and related matters
  • Coordinate with The WSFSSH Human Resources Department on all staff benefit matters.
  • Act as a liaison between staff, tenants and vendors in the director’s absence.


  • Assist, as directed, in inventory and ordering of necessary facility supplies and equipment, including food, cleaning products, office machines.
  • Ensure that all orders are accurate and complete.
  • Update facility’s contact lists as needed
  • Facilitate the repair of office machines, such as the copy machine, telephones and computers.


  • Assist director, associate director/clinical coordinator and social service staff  in communication and correspondence with residents, staff, relatives, and the public
  • Establish and maintain records pertaining to pertinent aspects of the operation of The Claremont


  • Establish 1:1 relationship with tenants
  • Assist the director and associate director/clinical coordinator in ensuring the appropriate functioning of the Claremont
  • Manage general office functions, including ordering and maintaining office supplies
  • Ensure that the administrative and office files, supplies and the like are organized and in good order.
  • Maintain accurately and distribute in a timely manner to appropriate parties all management office lists related to tenants, visitors, staff and miscellaneous documents.
  • Assist director in responding all building violations
  • Assist director and superintendent with unit inspections, unit repairs and other facility maintenance issues.
  • Assist in maintaining records of all vendor repair and preventative maintenance work, as well as related contract files.
  • Assist the super in maintaining an updated appliance list with serial numbers.
  • Answer the facility telephone, announcing calls to employees, referring calls to voice mail, taking messages as appropriate.
  • Sort and distribute facility mail to appropriate staff mailboxes
  • Maintain visitor and aide logs
  • Maintain staff sign in book
  • Assure that the daily log is kept confidential, but available to all staff
  • Assure, either through referral to appropriate on-duty staff, or by actually performing necessary work, that the front sidewalk is free of ice, snow, and/or dangerous obstructions and garbage.


  • Work as a member of a team to establish and maintain high level of care and respect for and communication with residents
  • Work cooperatively with other staff members
  • Share information about resident progress, needs, and problems with other staff in accordance with WSFSSH Confidentiality Policy.
  • Comply fully and consistently with all WSFSSH confidentiality guidelines, safeguarding confidential information at all times.
  • Attend training sessions and conferences as required for enhancement of job skills
  • Implement emergency procedures as necessary
  • Submit all required reports in a complete and timely manner
  • Assist with other duties as directed


  • Preferred: Minimum of 1 year experience working with dependent persons
  • Preferred:  Minimum of 1 year of experience in general office tasks
  • Strong computer skills, including working knowledge of Word, Excel (knowledge of Access is preferred)
  • Able to work in a multicultural and diverse environment
  • Able to perform job responsibilities.


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