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Assistant Property Manager

  • Location: New York, NY
  • Job Type: Contract
  • Ref No: 22-00234
  • Date: January 11, 2022
  • Job title:

Job Description - Assistant Property Manager

PERSONNEL:

  • Co-supervise maintenance, front desk, and administrative staff.
  • Assist Manager in maintaining active personnel files and leave time records: Vacation/Sick/Holiday requests and balances.
  • Assist Manager with staff meetings and performance evaluations.
  • Assist Manager with social service staff interface.
  • Coordinate with social service staff on various tenant issues including arrears, housekeeping, disruptive behavior, building maintenance, monthly tenant meetings.
  • Ensure social services department receives copies of all incident reports, tenant listings and management letters to individual tenants.
  • Act as liaison between tenants and staff in building manager's absence.
  • Provide assistance at the front desk as needed.

OFFICE/BUILDING MANAGEMENT:

  • Manage general office functions, including ordering and maintaining office supplies and ensuring office cleanliness and order.
  • Maintain and distribute to appropriate parties all management office lists related to tenants, vendors, staff and miscellaneous documents.
  • Assist manager in responding to building violations.
  • Order supplies when needed: key blanks, appliance parts, office, and cleaning and maintenance equipment. Inspect and verify deliveries are accurate and complete.
  • Insert contractor and vendor invoices in Realpage for Property Manager's approval



ADMINISTRATIVE:

  • Establish a 1:1 relationship with tenants.
  • Supervise Administrative Assistant with maintaining tenants files consisting of:
  • Leases
  • Section 8 and other income certifications
  • Incident reports
  • Legal correspondence
  • Work orders
  • Perform accurate payroll distribution and rent collection:
  • Assist manager with rent collection and arrears pursuit.
  • Assist Manager with budget preparation.
  • Maintain and prepare Petty Cash reimbursements.
  • Collect third-party verifications of income and assets for move in, transfers and recertification.
  • Perform and populate HUD annual recertifications, interims, move-ins and move outs in Realpage.
  • Run EIV monthly and quarterly reports and during HUD annual recertifications.
  • Process certification forms according to HUD/HDC requirements.
  • Create and maintain thorough and accurate tenant files according to HUD/CGI/HDC requirements.
  • Create and maintain AFHMP applicant's waitlist log books and files according to HUD/CGI/HDC requirements.
  • Create and maintain electronic AFHMP applicant's waitlist.
  • Run Realpage monthly property reports.
  • Obtain and prepare required documentation for vacancy claims for submission to HUD and CGI.
  • Manage annual compliance CGI/HDC/MOR audits, address findings/violations and follow-up as needed.
  • Collect all rent checks and money orders from rent deposit box and scan.

BUILDING MAINTENANCE:

  • Assist Manager and Superintendent with unit inspections.
  • Maintain Certificates Book / Log. Ensure all inspection certificates and equipment inspections are current and have not expired.
  • Assist manager with the general maintenance function of the premises including but not limited to the following:
  • Daily, weekly, monthly, yearly checklists of maintenance tasks for use by maintenance staff.
  • Maintaining clear identification of all building systems (i.e. plumbing valves).
  • Enforcement of recycling regulations.
  • Preparation and distribution of exterminator list to Front Desk. Maintain active communication with exterminator to ensure healthy building.
  • Order supplies as needed: key blanks, appliance parts, office, cleaning and maintenance equipment.
  • Maintain updated appliance list with serial numbers.
  • Maintain records of all vendor repair work, as well as related contract files.



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