Assistant Director of Real Estate Portfolio Management

Position Summary

The Assistant Director, Real Estate Portfolio Management, is responsible for overseeing the organization’s owned and leased properties, including lease administration, landlord relations, financial processing, repair coordination, insurance documentation, violation management, and regulatory compliance. The Assistant Director will work very closely with the Senior Vice President, Real Estate Strategy & Systems. This role ensures all property locations are safe, well-maintained, financially accurate, and compliant with applicable law and regulations. In addition, coordinate effectively with landlords, city agencies, vendors, and internal teams.

Primary Responsibilities And Essential Functions Of Position

Strategic Portfolio Management

• Lead oversight of all owned and leased properties, ensuring safety, compliance, and operational efficiency.
• Establish and maintain policies, procedures, and systems that support portfolio-wide consistency and accountability.
• Guide lease administration, financial obligations, repairs, insurance, and compliance matters.
• Support long-term portfolio planning, including site acquisitions, closures, and lease negotiations.

Financial & Lease Oversight

• Oversee rent processing, CAM reconciliations, abatements, and other lease-related financial transactions.
• Ensure accuracy and compliance with lease provisions, accounting standards, and organizational policies.
• Partner with the Fiscal department to optimize processes, monitor budget impacts, and provide executive reporting.

Regulatory Compliance & Risk Management

• Ensure all properties meet regulatory requirements, including inspections, certificates, and insurance coverage.
• Monitor and resolve violations, proactively implementing strategies to mitigate risks and prevent recurrence.
• Oversee property tax exemption filings and maintain accurate, up-to-date documentation.

Vendor, Landlord & Stakeholder Management

• Serve as senior liaison to landlords, property managers, vendors, and city agencies.
• Drive collaborative solutions for maintenance, repairs, and operational challenges.
• Escalate critical issues, as necessary.

Data, Reporting & Systems Leadership

• Maintain portfolio-wide dashboards, trackers, and reports to support strategic decision-making.
• Track and coordinate responses to violations issued by DSNY, DOB, FDNY, HPD, ECB, and other agencies.
• Lead adoption and optimization of facilities management systems, ensuring accurate data capture and reporting.
• Identify opportunities to streamline processes, improve controls, and enhance operational efficiency.
• Monitor deadlines, filings, penalties, and dispositions.

Team Leadership & Collaboration

• Mentor and guide staff in lease administration, compliance, and property operations.
• Collaborate cross-functionally with the Fiscal, Legal, Facilities, and Programs departments to drive alignment.
• Represent the organization in high-level meetings and initiatives related to real estate and compliance matters.

Qualifications

• Bachelor's degree with 2-8 years of experience in lease administration, property management, real estate operations, or facilities coordination, preferably in a non-profit environment.
• Strong financial literacy, including Common Area Maintenance (CAM) reviews, rent reconciliations, and surcharge analysis.
• Experience in nonprofit, supportive housing, or social services environments, preferred.
• Familiarity with NYC regulatory agencies (DOB, DEP, etc.) and violation processes (ECB).
• Experience managing property tax exemptions and insurance Statement of Values (SOV) documentation.
• Experience coordinating repairs and vendor relationships.
• Strong financial acumen, proficiency with relevant systems.
• Advanced Excel proficiency (pivot tables, VLOOKUP/XLOOKUP, formulas, analytics).
• Experience using WorxHub or similar facilities/work-order systems.
• Excellent proactive organizational, documentation, and follow-through mindset.
• Ability to read and interpret leases, contracts, and financial documents.

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 [email protected].

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 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.

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