Mill Brook Terrace Property Manager
The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person. WSFSSH develops, manages, and provides housing for low- income older persons, many of whom live with mental illness and/or have experienced homelessness.
Mill Brook Terrace
Mill Brook Terrace is a new construction, 159-unit apartment building for low income seniors located in the Mott Haven neighborhood of the Bronx. The building adjoins NYCHA Mill Brook Houses and was developed in collaboration with NYCHA. The building is currently in construction and is expected to be completed in September 2019. Of the 159 units, 48 units will be set aside for formerly homeless individuals who are referred by city agencies. The building will be attended by a 24-hour front desk staff.
Under the supervision of the Deputy Director/Chief Operating Officer, the Mill Brook Terrace Manager provides direct management and ensures the appropriate provision of management services with the goal of enabling the residents of the Mill Brook Terrace to live as safely and as independently as possible. Additionally, the Manager provides a responsive, diligent, professional, and engaged presence among the staff community to assure that staff are supported in their roles and have sufficient training and resources to maintain the building safely and efficiently. The Manager of Mill Brook Terrace relates to the WSFSSH Chief Financial Officer in matters of budget and finance; to the Mill Brook Terrace Clinical Director on matters relating to social and recreational services for the residents; to the WSFSSH Director of Facilities in matters related to the physical and technical aspects of building repair and maintenance, and on matters related to sustainability and purchasing; to the WSFSSH Director of Compliance on matters related to compliance and regulation; and to the WSFSSH Director of Leasing and Subsidy on matters related to leasing.
Overall Responsibility: The Manager is responsible for the smooth and safe operation of the building; for the supervision of the maintenance, administrative and front desk staffs; for compliance with all regulatory agencies associated with the oversight of the building; and for the financial viability of the building. The Manager also serves as the liaison with the Mill Brook Terrace Social Services Department.
Personnel: Direct supervision of the building superintendent, administrative assistant/income certification specialist, maintenance and front desk staff. Establishing and monitoring staff schedules; monitoring time and leave issues; providing for substitutes if staff are unable to work a given shift; signing off each week on staff attendance sheets; responsible for personnel decisions in consultation with the Deputy Director; developing, facilitating, and/or monitoring training of staff.
Note: The front desk is staffed 24 hours/day, 7 days/week.
Financial: Responsible for collecting and depositing monthly rents; maintaining resident information including move-ins and move-outs, rent changes, subsidy changes, and rent payments in the RealPage system; working with the central office to submit budgets; maintaining spending at or below budgeted amounts; financial recordkeeping; purchase orders; and petty cash.
Services to Residents:
- In full collaboration with the Mill Brook Terrace Social Services Team, admits new residents to the building, keeping vacancies to a minimum
- Oversees income certification and verification according to HPD, HDC, NYCHA and LIHTC requirements
- Assists new residents with move-in and orientation to the building and community
- Protects resident rights at all times
- Develops 1:1 relationships with residents
- Conducts annual income certifications in accordance with requirements
- Makes referrals to Social Services as appropriate
- Monitors resident satisfaction with building staff
- Negotiates and responds to grievances in consultation with Social Services as appropriate
- With input from Social Services team, initiates and oversees collection actions and holdover proceedings as necessary
Equipment and Supplies:
- Implements and/or supervises ordering of supplies in consultation with the building superintendent and the WSFSSH Director of Facilities
- Maintains active relationships with service contractors, providing maintenance on building equipment. Maintains accurate records, tracking service and performance of equipment.
- Reviews and approves all Purchase Orders
Building and Grounds:
- Maintains active communication with the WSFSSH Director of Facilities to sustain a healthy, efficient, and safe building. Adequately and accurately reports on and addresses building related issues in a timely fashion.
- Assures that the building, sidewalks and alleys are clean and well-maintained.
- Assures a safe, personalized environment which meets resident and regulatory needs.
- Assures compliance with the fire safety regulations including routine fire drills and inspection of fire safety equipment
- Assures that all required licenses, operating certificates, etc., are current.
- Conducts annual inspections, arranges for routine painting and repair work
- Monitors progress of work orders
Working with the Director of Facilities, regularly reviews and implements sustainable practices within the building, with a specific focus on how our behavior and decisions affect ourselves, as well as our local and global communities. Expresses willingness to further explore and address issues of waste management, recycling, pest management, purchasing, and energy and resource management. Participates in trainings and activities focused on sustainable and mindful behavior for staff and residents.
- Reports to, serves as liaison with, and assures compliance for the requirements of:
- West Side Federation for Senior and Supportive Housing, Inc.
- NYC Housing Development Corporation
- New York City Department of Housing Preservation and Development
- New York City Housing Authority
- New York City Department of Homeless Services
- New York State Office of Mental Health
- National Equity Fund, Inc.
- Mill Brook Houses Residents Association
- Other interested community groups/providers
- Low Income Housing Tax Credit (LIHTC) program
- NYCHA Project Based Voucher Program/Section 8 Rental Assistance
Relationship with Social Services:
The Mill Brook Terrace Manager and Social Service staff will work as a team to ensure the housing stability and quality of life for the Mill Brook Terrace residents. This will require close collaboration and excellent communication. To this end there will be weekly team meetings. The issues covered would include but not be limited to arrears, move-ins and move-outs, building activities, the meal program and any behavior issues that are affecting a single resident or the community as a whole. Changes in a resident’s physical or mental health status might also be discussed. In addition to the weekly meetings, daily communication on any resident issues of concern would be required.
- Work cohesively and supportively with all members of the WSFSSH staff to establish and maintain a high level respect and care for residents
- Work cooperatively with other staff members
- Attend training sessions and conferences as required for enhancement of job skill
- Implement emergency procedures as necessary
- Submit all required reports in a complete and timely manner
- Share information about resident progress, needs, and problems with other staff in accordance with WSFSSH Confidentiality Policy.
- Work with the Mill Brook Houses Property Manager, Superintendent and Maintenance staff, and Mill Brook Houses Residents Association to address shared management concerns.
- Assist with other duties as directed
- Bachelor’s Degree
- At least five years’ experience in property management or related activity
- Ability to read and write in the English language
- Fluency in Spanish helpful
- Ability to communicate with people of diverse backgrounds
- Proven management skills including computer skills and facility with Excel and Word or similar programs.
- Experience working with persons who have experienced homelessness, persons with histories of substance abuse, and/or persons living with serious and persistent mental illness, preferred.
- Strong leadership skills with a proven track record for creating and maintaining positive and mindful change
- Team-oriented outlook
- Able to work in a multicultural and diverse environment
- Able to interact tactfully with staff, residents, visitors, vendors, inspectors and work cooperatively with building manager and outside consultants.
- Able to make independent decisions and handle stressful situations when circumstance warrants
- Able to perform job responsibilities.
WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees’ qualifications without discrimination on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristic as established by law.