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Operations Coordinator-HC563602
Operations Coordinator-HC563602Institute for Comm Living • New York, NY, US
Operations Coordinator-HC563602

Operations Coordinator-HC563602

Institute for Comm Living • New York, NY, US
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Job Description

Job Description

JOB SUMMARY :

Under the direct supervision of Director of Operations, the Operations Coordinator for Scattered-Site Housing is responsible for ensuring the smooth daily functioning of operational and administrative processes that support housing services across multiple apartment locations. This role involves coordinating logistics related to leasing, maintenance, inspections, and supplies while ensuring compliance with internal policies and funder requirements. The operations Coordinator works closely with the Director of Operations, programming team, Facilities, Leasing, and external vendors to support client stability and housing retention.

ESSENTIAL JOB FUNCTIONS :

  • Unit Coordination & Oversight :

Maintain up-to-date unit inventory, lease documentation, and occupancy records.

  • Track upcoming inspections, repair, and move-ins / move-outs across all scattered-site units.
  • Coordinate with Facilities and Housing Specialists on maintenance requests and apartment readiness.
  • Assist with unit set-up, furniture deliveries, and supply distribution for new admissions.
  • Conduct unit inspections spot,
  • Administrative Support :

    • Ensure all unit-related documentation is accurately filed and maintained in both physical and electronic systems (i.e. Angus, etc.)

  • Prepare spreadsheets, trackers, and reports related to housing operations, such as unit turnover, incident reports, or lease renewals.
  • Manage supply inventory for programs
  • Vendor & Stakeholder Communication :

    • Serve as liaison with landlords, brokers, and vendors to support maintenance and logistics.

  • Track and follow up on work orders, violations, exterminations, and compliance-related matters.

    • Compliance & Safety :

    Support program staff in preparing for internal audits, site visits, and funder inspections.

  • Ensure timely submission of required operational data and documentation.
  • Assist with monitoring fire safety, sanitation, and habitability issues in accordance with OMH, DOHMH, and HUD standards.
  • Team Collaboration :

    • Work collaboratively with Case Managers, Leasing, and Facilities staff to ensure housing conditions support client health and stability.

  • Participate in program meetings and communicate updates around unit conditions, repairs, and access issues.
  • Liaison :

    • Act as liaison between ICL and property management or landlords.

  • Address concerns, maintenance requests, or housing-related issues promptly and professionally.
  • Work with local housing authorities, non-profit organizations, and government agencies to identify and access housing resources.
  • Crisis Management :

    • Respond to urgent housing needs, including potential evictions, homelessness prevention, and emergency relocation.

  • Respond to emergency repairs, squatter situation, etc.

    • Other responsibilities assigned by the Director of Operations.

    ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES :

  • Committed to the active promotion of the ICL values and goals.
  • Strong communication and interpersonal skills.
  • Problem-solving and conflict resolution abilities.
  • Knowledge of housing laws, tenant rights, and fair housing regulations.
  • Familiarity with local housing markets and resources.
  • Ability to work independently and as part of a team.
  • Strong organizational and time-management skills.
  • Proficiency with Microsoft Office Suite and housing management software.
  • Strong customer service and problem-solving abilities.
  • Highly efficient time management skills with the ability to prioritize tasks effectively.
  • Strong multitasking abilities and the capacity to work under pressure while meeting deadlines.
  • Excellent project management skills.
  • Self-motivated and effective in both team and individual settings.
  • Knowledge of office practices and administrative procedures.
  • Strong proofreading skills with attention to detail for correcting errors.
  • Understanding of and ability to adhere to internal and external laws, regulations, and organizational policies.
  • Able to travel throughout the 5 boroughs

    • QUALIFICATIONS AND EXPERIENCE :

    Education : Bachelor’s degree in Urban Planning, Psychology, Social Work, Public Administration, Operations Management, Healthcare Administration, or a related field is required.

    Experience : Minimum of three years of experience in operations coordination, property management, social services, administrative support or related field. Proficiency in Microsoft Office Suite and advanced computer skills are required.

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    Operation • New York, NY, US

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