Assistant Building Manager – Westbourne

Job Description: Assistant Building Manager

Westbourne

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.

Under the supervision of  the Westbourne Building Manager,  the Assistant Manager is responsible for assisting the Manager with administrative, office and building-related support in an effort to uphold WSFSSH’s goal of providing permanent and safe housing, which supports the tenant’s dignity and independence, and in ensuring that all tenants, upon admission and annually thereafter, meet residency requirements with respect to income and entitlement verification so that they may remain in permanent housing and so that WSFSSH is in compliance with all applicable Low Income Housing Tax credit and HUD subsidy requirements.  In the absence of the Building Manager, the Assistant Building Manager is authorized to act in his or her stead.

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

In the absence of the Building Manager, the Assistant Building Manager acts in their stead and assumes their responsibilities. See attached Building Manager job description.

  • Work flexibly in tandem with Manager and WSFSSH Core staff to accomplish building-wide goals and management priorities.
  • Co- supervises porter staff, front desk staff and kitchen staff. Review and approve all timesheets for all staff for approval by Manager.
  • Assist Manager in maintaining active personnel files, vacation requests, time taken (sick leave, vacation, etc.) organize and file timesheets
  • Assist Manager with staff meetings, responsible for taking minutes at staff meetings and performance evaluations.
  • Assist Manager with Social Services staff interface.
  • Assist Manager with Social Services on various tenant issues including arrears, housekeeping, disruptive behavior, room maintenance, and monthly tenant meetings.
  • Assist Manager in coordinating move-ins and move-outs, completing all required documentation and tracking room conditions.
  • Assist Manager with all building-related maintenance procedures and protocol.
  • Assist Manager with initial lease executions/amendments, lease renewals, rent stabilization submissions, and rent increases.
  • Assist Manager in working directly with tenants to understand/comply with annual and interim Section 8 certifications and recertification’s and obtain proper verification documentation. Maintain system for identifying/tracking/prioritizing income certification requirements and deadlines.
  • Actively track, report, reconcile payments/subsidies from subsidy sources (e.g., HPD, NYCHA). Liaise with relevant agencies to resolve subsidy payment discrepancies, audit issues, and other pertinent matters.
  • Assist Manager in maintaining current, thorough, and accurate lease and income verification files (both paper and electronic) for each tenant.
  • Use Real Page to enter lease information and tenant payments, and to produce tenant receipts, arrears reports, vacancy reports and tenant ledgers.
  • Liaise with landlord/tenant attorney as directed by Manager.
  • Provide general administrative and office support.
  • Scan documents and draft/type emails, correspondence, faxes, memos, notices, etc. as requested by Manager.
  • Scan and fax documents, and create/maintain updates of files as necessary and/or requested.
  • Prepare a variety of reports, including but not limited to: certified rent rolls, certification reports, tabulation of tenant statistics and demographics, and other status reports.
  • Assist with other duties, as directed.
  • Act as liaison between tenants and staff in the building managers absence
  • Assist manager with rent collection. Make bank deposits as needed
  • Pick up and distribute employee checks and/or paystubs
  • Prepare petty cash report as need.

 

OTHER:

  • Maintain high level of care and respect for tenants at all times.
  • Work cooperatively and respectfully with Manager and other staff members.
  • Liaise effectively with Core staff members including, but not limited to, Accounting, Property Management, IT, Human Resources, and Asset Management. .
  • Comply fully with all WSFSSH confidentiality guidelines, safeguarding confidential information at all times.
  • Attend training sessions and conferences as required for enhancement of job skills.
  • Submit all relevant reports in a complete and timely manner.
  • Remain flexible with scheduling as necessary to meet deadlines and accomplish site goals.
  • Ordering supplies goods and  staff uniforms from authorized vendors
  • Maintain work order logs. Track and file all work orders
  • Assist manager with front desk coverage as needed

QUALIFICATIONS EXPECTED:

  • At least 21 years of age.
  • BA/BS College Degree or equivalent.
  • Proficiency in Microsoft Office applications including Microsoft Word, Excel and Outlook required. Proficiency in Real Page or other property management software a plus.
  • Experience working in the area of government entitlements a plus.
  • Prior experience working with homeless individuals and/or others with special needs preferred.
  • Strong organizational skills and orientation to detail. Ability to prioritize and work independently with minimal supervision.
  • Able to speak, read and write English articulately.
  • Ability to safeguard confidential information with propriety within the framework of WSFSSH policies and all federal, state, and local laws and all allocating agency requirements.

 

To apply for this role please click the link below:

https://wsfssh.applytojob.com/apply/nLA9a8tlzG/Assistant-Building-Manager-Westbourne?source=www.wsfssh.org