Deputy Director of Tenant Association Management Division of Asset Management

City of New York•New York City, NY

About The Position

About the Agency: The New York City Department of Housing Preservation Development (HPD) promotes quality and affordability in the city's housing, and diversity and strength in the city’s neighborhoods because every New Yorker deserves a safe, affordable place to live in a neighborhood they love. - We maintain building and resident safety and health - We create opportunities for New Yorkers through housing affordability - We engage New Yorkers to build and sustain neighborhood strength and diversity. ________________________________________ Your Team: The Office of Asset and Property Management (APM) leads the agency’s effort to protect the City’s investment in affordable housing and ensure that properties remain stable and affordable over the long-term. APM actively monitors the performance and regulatory compliance of projects sponsored, supervised, and owned by the City, and connects people to affordable housing opportunities. The Office of Asset and Property Management (APM) is composed of three divisions, which includes the Divisions of Asset Management, Property Management and Housing Supervision. The Division of Asset Management safeguards the longevity and affordability of HPD’s housing portfolio by identifying at-risk buildings, stabilizing struggling assets, and ensuring compliance with regulatory agreements. The Division monitors both physical and financial conditions, collaborates with owners and partners, and works with HPD’s Office of Development to reposition projects through financial assistance, property management changes, or ownership transfers. Its core programs include the Tenant Interim Lease (TIL) Program, which supports tenant associations in developing self-sufficient low-income cooperatives; the Technical Services Program, which provides specialized resources to APM divisions; and the Lead Unit, which ensures lead-safety in city-owned buildings. Your Impact: As the Deputy Director of Tenant Association Management, you will manage a team of 16 staff, and a portfolio of 86 buildings with 75 Tenant Associations (TAs). The Deputy Director will be responsible for overseeing the performance of TAs; ensuring TA functionality and tenant management; promoting accountability amongst program staff and TAs; ensuring proper financial and property management; coordinating the repair and maintenance activities of building(s); monitoring legal issues and proceedings involving TAs; and promoting overall compliance with the program and all applicable rules and regulations. Your Role: You will supervise the day-to-day operations of TIL program staff’ promoting overall compliance with the program; ensure TA functionality and tenant management; ensure proper financial and property management; supervise the operations of TIL TAs through monitoring staff reports, compliance materials and direct engagement with TAs; develop and maintain workflow structures, standardize communication and coordination protocols and determine performance measures; coordinate with HPD’s development office on property disposition planning and pipeline and prioritizing interventions for properties and represent HPD at external meetings with external stakeholders as assigned.

Requirements

A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
Authorization to work in the United States is required for this position.
The NYC Department of Housing Preservation and Development does not provide sponsorship for international employees for visa applications, extensions, or status changes, including H-1B visas.
Applicants are responsible for ensuring that they meet all qualifying requirements for this position at the time of application.

Nice To Haves

Minimum 3 years of experience in property management, building maintenance, tenant organizing and/or tenant association management. Cooperative management a plus
Minimum 2 years of experience in staff supervision and personnel management including professional development
Strong quantitative analysis skills and familiarity in real estate financial management practices
Demonstrated capacity for organization, effective time-management, and precision in a fast-paced and demanding environment
Demonstrated ability to build a cohesive, knowledgeable, and skilled team; and the ability to lead teams through change
Must possess excellent professional writing and oral communication skills
Must be proficient in MS Excel, MS Word, and MS Outlook

Responsibilities

Staff Management - Supervise a team of 16 staff (8 Building Coordinators and 8 Financial Reviewers) whose duties include: o Managing a portfolio of up to 20 Tenant Associations (TAs) each to ensure proper financial and property management and adherence to program rules and regulations. o Building Coordinators serve as the liaison between the TIL program and the TAs and are responsible for monitoring and providing technical assistance to the TAs (e.g., repair and maintenance issues management, rent collection, monitoring elections, coordinating relocation activities, and active participation in trainings and workshops. Building Coordinators conduct site visits regularly to meet with the TA and tenants and to assess building conditions. Meetings with TAs typically take place in evening hours. o Financial Reviewers are responsible for reviewing and processing monthly financial reports submitted by TA’s to ensure proper fiscal practices and funds management. Financial Reviewers use auditing standards to reconcile and balance financial records and reports, including bank statements, rent rolls, rent receipts, invoices and expenses, and other supporting documentation.
Oversee the day-to-day operations of the staff working closely with the Tenant Associations, including monitoring staff performance, and evaluating responsiveness to TA issues.
Develop and maintain formal workflow structures, standardized products and coordination protocols to ensure proper and timely communication and coordination between the staff and TAs.
Ensure proper documentation and record keeping of staff interactions with TAs. Conduct file audits on regular and ad-hoc bases.
Ensure staff is sufficiently trained in financial and property management, auditing and accounting best practices, building maintenance, rent collection, TA elections, tenant management, and program compliance policies and protocols. Identify training needs as appropriate.
Perform as Acting Building Coordinator and Financial Reviewer in staff absences.
Tenant Association Management - In collaboration with senior staff, design and distribute performance reports to Building Coordinators and Financial Reviewers to monitor and track TA compliance statuses for their assigned portfolios
Maintain TA information on the TIL portfolio including TA board members, TA meetings, occupancy levels, building conditions, repair activities and other field operations information
Work closely with the Deputy Director for Compliance and Operations to review compliance reports, identify operational gaps and obstacles that compromise compliance efforts
Troubleshoot and mitigate operational gaps and obstacles to enhance and improve program compliance rate
Provide direct assistance to TAs struggling to meet compliance TA compliance status and work to improve the TA compliance rate across the portfolio. For TAs enrolled in corrective action periods, provide more aggressive intervention and assistance to TAs in accordance with corrective action plans
In partnership with TAs, Building Coordinators and CRTS inspectors, oversee annual roof-to-cellar inspections of TA buildings to determine property conditions and create building repair and maintenance reports
Work with division staff and TAs to address emergency repair issues, resolve property violations, and if required coordinate building relocations for safety concerns
Identify TA training needs and partner with TIL Training Coordinator to develop new training workshops and/or targeted trainings as appropriate
Deputy Director of Tenant Association Management is required to work in the field and attend evening and weekend meetings with TAs as necessary.
Deputy Director of Tenant Association Management is required to be on-call for building emergencies on a rotational schedule.