Position Summary
The Portfolio Assistant is responsible for the day-to-day operations and administrative support of affordable housing properties. This role involves handling tenant communications, lease management, and ensuring compliance with affordable housing regulations and policies. The ideal candidate will have strong organizational skills, attention to detail, and a commitment to providing excellent service to tenants.
Essential Duties and Responsibilities
The Portfolio Assistant will conduct all business in accordance with company policies and procedures, and state and federal laws (OSHA, ADA and Fair Housing). Essential functions include, but are not limited to the following:
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Serve as the first point of contact for tenants, addressing inquiries and complaints.
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Ensure tenant satisfaction by promptly responding to emails, phone calls, and in-person requests.
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Maintain accurate tenant records and documentation in the property management system.
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Assist in preparing and processing leases, renewals, and related documentation.
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Track lease expiration dates and ensure timely renewals or notifications to tenants.
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Review lease applications, conduct tenant screening, and assist in the selection process in line with company policies.
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Assist with adherence to affordable housing regulations, such as NYCHA, HPD, HDC, HUD, LIHTC, or state-specific guidelines.
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Assist with audits and reporting requirements related to affordable housing programs.
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Maintain accurate records for tenant eligibility, income certifications, and annual recertifications.
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Assist in rent collection, ensuring timely payments and addressing late payments.
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Generate rent receipts and maintain tenant payment records.
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Post payments to properties as requested by Property Managers.
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Handle administrative tasks including filing, document preparation, and scheduling meetings as assigned by Property Managers.
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Maintain property-related records, including legal and financial documents.
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Assist with the front desk operations as needed. Collect and distribute mail and deliveries.
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Other duties as needed.
Minimum Qualifications
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High School Diploma or equivalent; Associate’s or bachelor’s degree in business administration, Real Estate, or a related field is preferred.
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Experience in property management or real estate, preferably within the affordable housing sector.
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Familiarity with affordable housing programs (e.g., Section 8, Low-Income Housing Tax Credit (LIHTC), HUD guidelines) is a plus.
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Strong organizational and multitasking skills with a keen attention to detail.
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Excellent communication skills, both written and verbal.
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
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Experience with property management software is a plus (e.g., Yardi, RealPage).
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Ability to maintain confidentiality and adhere to privacy regulations.
Physical Demands and Work Environment
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Office-based position with occasional site visits to properties.
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Standard working hours: Monday to Friday, 9:00 AM - 5:00 PM (with flexibility as needed).
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Some evening or weekend work may be required for special events or emergencies.
