Senior Manager of Admin Services

Shinda Management Corporation•Queens Village, NY

14h•$75,000 - $95,000•Onsite

About The Position

The Senior Manager of Administrative Services supports operations by supervising staff, organizing, and implementing administrative systems and oversees the Legal, Leasing and Occupancy departments. This role contributes to organizational goals by identifying strengths and weaknesses of current processes and finding solutions to improve them. The position requires staying abreast and updating policies and procedures mandated by governmental agencies such as the US Department of Housing and Urban Development (HUD), Division of Housing and Community Renewal (HCR), and DHCR Rent Stabilization guidelines. The Senior Manager also maintains good relations with oversight agencies including but not limited to HPD, HDC, NYCHA, and Tax Credit Investors/Syndicators. Performs other related duties as assigned.

Requirements

Bachelor’s degree in Business Management or equivalent
2-5 years proven administrative or assistant experience.
Knowledge of all governmental regulations and housing policies for various governmental agencies, i.e., HUD, HPD, etc.
Previous experience coordinating and organizing all functions related to tenant services.
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills
Strong organizational and planning skills.
Must be a self-starter and driven.
Excellent communication and interpersonal skills
Proficient in Microsoft Office and Google products
Knowledge of accounting, data and administrative management practices and procedures
Knowledge of clerical practices and procedures
Knowledge of human resources management practices and procedures
Knowledge of business and management principles
Computer skills and knowledge of office software packages

Nice To Haves

Direct Supervisory Role: The Senior Manager of Administrative Services directly supervises the staff of the Legal, Leasing and Legal Departments

Responsibilities

Oversee the Legal, Leasing, and Occupancy departments.
Manage a team responsible for day-to-day leasing operations, including marketing, leasing, reputation management, and customer relations.
Supervise the planning, preparation, and implementation of renewal parties, property events, processing of rental subsidies, and maintaining legal rent registration.
Execute tasks to accomplish leasing goals and monitor property occupancy.
Oversee lease packages and ensure proper submission for verification.
Oversee lease-up of new projects, including fair housing marketing, tenant selection plans, tenant applications, lotteries, and referral programs.
Track prospect information to ensure data completeness and accuracy.
Ensure timely response to leads and accurate reporting of marketing traffic.
Ensure new and renewal leases comply with regulatory, insurance, and best practice standards.
Track resident demographics for outcomes analysis and funding applications.
Inspect weekly reports and ensure data entry.
Ensure buildings meet targeted occupancy and revenue goals, utilizing selling techniques and client-centric solutions.
Maintain waiting lists and logbooks according to standards.
Conduct new resident orientation.
Review applicant files for approval in accordance with regulatory agreements, IRS Section 42, Federal/State Marketing Guidelines, and HUD's Occupancy Handbook.
Review lottery logs, waiting lists, and reasonable accommodation logs.
Coordinate and communicate with regulatory agencies, site staff, and housing applicants on leasing-related issues.
Handle and respond to applicant complaints, inquiries, and concerns.
Maintain active regulatory program compliance and management coordination with site staff, including preparation for unit inspections, showings, and move-in coordination.
Manage reporting and data collection for properties, including occupancy statistics, outcomes, and demographics.
Manage availability sheets and ensure accuracy, including bi-weekly audits in Yardi.
Ensure the team updates the turnover report and that apartments are shown in good condition.
Report issues accordingly.
Work with property management teams to track and maintain renovation reports.
Determine tenant referrals to L&T, send breakdowns, review rent rolls, open non-pay cases, approve invoices, create trial packages, complete monthly reports, send late notices, review/scan court stipulations, follow up on repairs, draft legal order sheets, draft reminder letters, review/enter stipulation cases, draft general activity to adjust account balance per stipulation, support attorney calls, answer tenant calls regarding legal issues, review Site Managers Rent Roll and compare to attorney's report, prepare legal status spreadsheet, update legal status spreadsheet monthly, interface with Site Manager for updates, review attorneys billing statements.
Hold bi-weekly staff meetings with Legal, Leasing, and Occupancy Staff.
Stay current on updates and procedures mandated by government agencies pertaining to Legal, Leasing, and Occupancy.
Ensure top performance by providing team with adequate coaching and guidance.
Evaluate and manage staff performance.
Coach, mentor, and discipline staff.
Allocate tasks and assignments to subordinates and monitor their performance.
Oversee training, qualifications, and ensure consistent work quality.
Recruit, provide orientation, and train new employees.
Review and approve timecards, manage schedules, and PTO requests.