Property Management Administrative Associate

Status: Non-Exempt Unit: Asset & Property Management

Schedule: Full-time, 35 hours per week

_________________________________________________________________________________

Fifth Avenue Committee (FAC) is a 48-year-old, award-winning community development corporation and a member of NeighborWorks America. Our mission is to advance economic, social, and racial justice in New York City through affordable housing, grassroots organizing, policy advocacy, and transformative education and services. FAC serves more than 6,000 low- and moderate-income New Yorkers each year.

FAC’s growing Asset & Property Management unit oversees more than 700 affordable housing units and 32 commercial and community-facility units across 51 properties. The unit manages housing financed through first-mortgage loans, government subsidy loans—including HOME funds—Low-Income Housing Tax Credits, and rental subsidies, ensuring effective stewardship of these critical assets.

FAC seeks a Property Management Administrative Associate to provide administrative and operational support to its growing Asset & Property Management unit. This position coordinates work orders, inspections, regulatory compliance, vendor services, tenant follow-up, and maintenance reporting.

Responsibilities:

Work Orders and Maintenance Coordination

• Maintain timely and accurate work-order and purchase-order tracking systems.
• Create and review service requests; coordinate required actions with maintenance staff and confirm satisfactory completion.
• Track repairs from initial request through completion, including tenant-reported issues and follow-up inspections.

Inspections and Regulatory Compliance

• Schedule twice-monthly building inspections for maintenance staff.
• Coordinate Section 8 and Housing Quality Standards (HQS) inspections and create related repair work orders as needed.
• Track vendor inspections and required reports, including boilers, sprinklers, fire extinguishers, backflow preventers, extermination, and annual bed bug reporting.

Violation Tracking and Resolution

• Monitor SiteCompli or related database for new and open HPD, DEP, DOB, and other agency violations.
• Prepare work orders and coordinate staff and vendors to correct violations promptly.
• Prepare and submit required documentation through the appropriate certification portals to clear HQS issues and remove violations.

Tenant Communication and Follow-Up

• Serve as a primary contact for tenants whose repair requests require follow-up.
• Coordinate with Property Managers and maintenance staff to identify ongoing repair needs, communicate progress, and resolve outstanding issues.

Vendor Payments and Reporting

• Submit timely and accurate vendor payment vouchers for review and approval by the Director of Asset and Property Management.
• Prepare regular maintenance and property management reports for the Maintenance Manager and Director of Asset and Property Management, including selected reports for NeighborWorks America.

Vacancy Turnover, Unit Readiness and Leasing Support

• Track make-ready inspections following move-outs, identify required repairs, and monitor completion timelines so vacant units can be re-rented promptly.
• Show vacant apartments to housing applicants, coordinating with required staff.

Insurance and Risk Management

• Coordinate insurance inspections with maintenance staff and insurance representatives.
• Prepare approved work orders for risk-reduction recommendations and submit supporting reports and photographs to insurers.
• Coordinate insurance claim reporting and follow-up and maintain legal and insurance claim-tracking records.

Staff Resources and Tenant Surveys

• Distribute resources and training materials to maintenance staff on energy and water conservation, resiliency, disaster planning, and related topics.
• Coordinate the annual Tenant Satisfaction Survey and support resulting follow-up actions.

Other Duties

• Perform other duties as assigned.

Qualifications:

Required Qualifications

• At least three years of relevant property management administrative experience in New York City affordable housing.
• Experience working with low- and moderate-income tenants.
• High diploma or GED.
• Proficiency with Microsoft 365, including Excel and Word.
• Ability to work independently, take initiative, and manage priorities in a fast-paced environment.
• Professional and courteous interpersonal skills, with strong oral and written communication abilities.
• Bilingual proficiency in Spanish and English.
• Ability to work some evenings, early mornings or weekends from time to time.
• Commitment to FAC’s mission of advancing economic, social, and racial justice.

Preferred Qualifications

• Associate or Bachelor’s degree.
• Experience using Yardi Voyager.

FAC offers a competitive benefits package, including full health and dental insurance beginning the first of the month after a 60-day waiting period; group life insurance; generous accrued paid time off; and access to retirement savings and flexible spending plans. This position is eligible for telecommuting up to two days per week.

Bilingual proficiency in Spanish and English.