Leasing Renewal Specialist

The Role

EqualAccess is partnering with a nonprofit affordable housing developer and community organization with deep roots in New York City. This role sits within the Property Management team and reports to a Property Manager. The core of the job is managing the lease renewal cycle, start to finish, for a large portfolio of rent-stabilized residential units. That means staying on top of notice windows, preparing accurate documentation, processing subsidy applications, and keeping Yardi current throughout.

This is not a leasing or sales role. There are no quotas, no prospecting, and no new tenant acquisition. The work is process-driven, compliance-heavy, and relationship-oriented, serving tenants who are already in place.

What This Role Is, and Is Not

This role is:

•        A compliance-grounded administrative role that requires precision and consistent follow-through

•        A front-line point of contact for tenants navigating renewals, rent questions, and lease terms

•        A coordination function, working closely with property managers, accounting, legal, and compliance teams

•        A bilingual role where Spanish language skills are a genuine operational asset, not a nice-to-have

This role is NOT:

•        A policy-making or legal advisory position

•        A property management generalist role with broad operational scope

•        Remote or hybrid, the work requires in-person presence across buildings and at the post office

•        A stepping stone for someone primarily interested in market-rate or commercial real estate

Required Experience & Traits

•        Direct experience with NYC rent-stabilized housing and the Rent Stabilization Code, ideally including lease renewal processes and DHCR compliance

•        Familiarity with subsidy programs such as Section 8, SCRIE, DRIE, LIHTC, and HUD, and the paperwork requirements each brings

•        Working knowledge of Yardi or a comparable property management platform

•        Fluency in Spanish, both written and spoken, used actively in this role for tenant communications and document translation

•        Strong organizational habits and a consistent attention to detail, renewals have strict legal notice windows and errors have real consequences

•        Comfort managing multiple deadlines simultaneously without losing track of where each file stands

•        Knowledge of relevant regulatory frameworks including HSTPA, RGB annual increases, and HPD, HDC, HFA, and HTF requirements

•        A high degree of integrity and discretion when handling tenant records and financial information

Key Responsibilities

Lease Renewal Management

•        Prepare and send renewal leases and notices within the legally required window, no earlier than 150 days and no later than 90 days before lease expiration, via Certificate of Mailing

•        Review all renewal documents for accuracy, including lease holders, legal rent, preferential rent, and required riders and health and safety notices, before submission for countersignature

•        Track returned leases, follow up with tenants at 60 days with a second notice and phone call, and escalate to the property manager if a lease remains unsigned 30 days after the second notice

•        Distribute and file executed leases, upload to Yardi, and notify accounting to update renewal charges

Compliance and Regulatory Adherence

•        Ensure all lease renewals and rent increases comply with NYC Rent Stabilization Laws, HSTPA, and DHCR requirements

•        Maintain accurate rent histories and coordinate with the compliance team on annual apartment registrations with DHCR

•        Complete rent subsidy application forms on time for Section 8, SCRIE, and DRIE tenants, and submit updated lease information to the relevant subsidy agency portals

•        Support audits, file reviews, and regulatory inspections as needed

Tenant and Subsidy Communications

•        Serve as the primary liaison for tenants during the renewal process, responding to questions about rent amounts, lease terms, and unit registration

•        Provide Spanish translation for written tenant communications, maintenance notices, recertification documents, and account-related correspondence

•        Coordinate with the legal team on non-payment or holdover matters connected to stabilized leases

Administrative and Records Management

•        Maintain accurate, up-to-date records of all leases, legal regulated rents, and preferential rents across the portfolio

•        Keep tenant files current and well-organized, both physical files and records in Yardi

•        Handle outgoing mailings, including post office runs for renewal lease packages and other office correspondence

•        Distribute budget letters to tenants and support general property management administrative tasks as needed

Why EqualAccess

EqualAccess partners with best-in-class organizations and supports candidates beyond placement. Every candidate we place receives 3 months of post-hire coaching and career support, ensuring long-term success and growth.