Lease Operations Manager

4 weeks ago

New York, United States Search Masters, Inc. Full time

LEASE & OPERATIONS MANAGER – JOB DESCRIPTION

1. Financial

  1. Demonstrate ability to understand financial goals, operate assets in best interest of the building/management.
  2. Manage Residential Leases for real estate portfolio of approximately 160apartments. Work with proprietary software (“RentRiter”) that manages rent rolls.
  3. Market Rate
  4. Rent Stabilization
  5. Rent Control
  6. Section 8 Certificates
  7. Manage Receivables
  8. Maintain accurate records of all building transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, rent balances etc.).
  9. Prepare monthly rent bills to all tenants.
  10. Ensure that all rents and late fees/check charges are collected, posted and deposited in a timely manner.
  11. Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
  12. Ensure that invoices are submitted to the bookkeeper for payment, handle petty cash and all funds.


2. Legal

  1. Generate necessary legal action, documents and process in accordance with State and Company guidelines. Refer to attorneys.
  2. Work with law firm(s) to monitor legal proceedings and develop appropriate correspondence.


3. Leasing

  1. Ensure that all properties are rented to full occupancy.
  2. Utilize marketing strategies to secure prospective residents, such as hiring brokers and using StreetEasy, Craigslist, OLR etc.


4. Administrative

  1. Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
  2. Confirm all leases and corresponding paperwork are completed and input to RENTRITER System accurately and on a timely basis, such tenant information and any apartment improvements.Ensure current resident files are properly maintained.
  3. Input receipt of all checks, money orders, cash payments to RentRiter
  4. Ensure all administrative paperwork such as MBR/MCR/FCA and Individual Apartment Improvements is accurate, complete and submitted on a timely basis.
  5. Answer telephones and check daily emails and faxes, incoming and outgoing mail, filings, and inventory and ordering supplies.


5. Resident Retention

  • Deal with tenant concerns and requests on timely basis to ensure tenant satisfaction with management.
  • Ensure distribution of all company or building-issued notices (i.e., bad weather, emergency, repairs, etc.).
  • Consistently implement policies of the building.


6. Personnel Management

  • Plan or schedule weekly office staff schedules and assignments.
  • Coordinate maintenance schedule and assignments with building supers
  • Administer action plans consistently, and on a timely basis with performance problems.

7. Maintenance

  • Maintain building appearance and ensure repairs are noted and completed on timely basis. This requires regular building/apartment inspections.
  • Assure quality and quantity of market ready apartments.
  • Ensure that market ready apartments are inspected and communicate any service related needs to maintenance/super.
  • Ensure that all service requests are recorded and communicated appropriately to maintenance/super.


8. Compliance/Safety:

  1. Learn and ensure compliance with all company, local, state and federal safety rules, especially HPD, DHCR, DOH
  2. Ensure that unsafe conditions are corrected in a timely manner.
  3. Submission of Certificates of Corrections, Affidavits, Dismissal Request Forms
  • Yearly registration of buildings to HPD/DHCR
  • Yearly registration of rent stabilized apartments to DHCR
  • Yearly boiler maintenances, Category 1 elevator tests (Category 5 for five years)
  • Yearly inspection of window guards, CO/smoke detectors, peeling paint in all apartments.


9. Essential Job Functions:

  • College degree preferred. Broker’s license a plus.
  • Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
  • Knowledge of Fair Housing Laws in dealing with prospects or tenants.
  • Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as community software applications.
  • Participate in training or conferences in order to comply with new or existing laws.

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