Property Coordinator

We are seeking a Property Coordinator to join our team! The Property Coordinator oversees a portfolio of approximately 130 scattered-site supportive housing apartments across Brooklyn and the Bronx. This role ensures full occupancy, high-quality unit conditions, regulatory compliance, timely rent and lease administration, and strong landlord/tenant relationships. The Property Coordinator works closely with program, fiscal, maintenance, and legal teams to support tenant stability and portfolio performance.

Primary Responsibilities and Essential Functions of Position:

• Participates in in-service trainings and on-site workshops as required for professional growth and development. Attends external trainings and workshops at direction of management.
• Maintain accurate CAPS census and oversee vacancies, move ins, turnovers, and leasing timelines to ensure full capacity.
• Build and maintain a strong housing pipeline by sourcing new apartments/ building and sustaining landlord/broker relationships.
• Negotiate rents within budget and oversee all lease and renewal documents to ensure compliance.
• Coordinate inspections (e.g., HQS/HPD as applicable) and habitability checks pre- and post-move-in.
• Oversee the rent payment process, including tenant portions and subsidy/HAP payments.
• Ensure on-time voucher and subsidy recertifications; maintain accurate rent rolls and ledgers.
• Facilitate and coordinate repairs, preventive maintenance, and vendor work orders and monitor until completion.
• Set up new apartments for occupancy (utilities, furnishings, safety equipment, keys/access); Maintain all apartment key inventory.
• Lead semi-annual fire safety meetings with tenants and staff to review self-preservation tools and ensure smoke/CO detectors and safety signage are in place in support emergency preparedness.
• Produce portfolio dashboards and funder reports.
• Complete HRA 2010e applications and ensure supporting documentation is accurate and timely.
• Ensure compliance with NYC landlord-tenant law, Fair Housing, voucher program rules, and funder requirements. Compliance, reporting, and systems.
• Use property management and case coordination systems (e.g., Yardi or Similar, CAPS, Microsoft Office).
• Serve as primary contact for landlords and brokers to resolve issues to maintain unit access and goodwill.
• Network with service providers on tenant retention, move-ins/outs, and crisis responses.
• Coordinate closely with fiscal on leasing, de-leasing, rent collections, security deposits, and reconciliations.
• Respond to and address unauthorized occupancy/squatter issues promptly and safely.
• Coordinate with legal counsel and, when appropriate, law enforcement; pursue legal remedies through proper channels (no self-help evictions).
• Implement unit-securing measures (locks, boards, alarms) and update incident documentation.

• Bachelor's degree from a four-year college or equivalent. Required

• 2-3 years of property management experience; supportive housing or scattered-site strongly preferred.

• Working knowledge of NYC housing voucher programs (e.g., CityFHEPS, Section 8 via NYCHA/HPD/HRA, HASA, FHEPS, EHV, SSVF).

• Familiarity with NYC landlord-tenant law, Fair Housing/VAWA, lease enforcement, and legal processes for eviction.

• Valid driver’s license and ability to travel across NYC required.

• Proficiency with property management software and Microsoft Office; strong data/reporting skills.

• Strong negotiation, landlord engagement, and conflict resolution skills.

• Must have flexibility to work an occasional evenings/weekend for emergencies; Required field work across Brooklyn and the Bronx; On-Call rotation as needed.

• Bilingual preferred.

Benefits 

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.  

About HeartShare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.

Salary : $33 - $36