Compliance/Transitions Coordinator

2 months ago

New York, United States FirstService Residential Full time

Job Overview:


As a Compliance/Transitions Administrator you will be responsible for the daily administrative functions within our compliance and transitions department.



Your Responsibilities:

MAIL

  • Open, sort and distribute mail daily

EMAIL

  • Respond to all emails within 24 hours.

SCANNING

  • Scan and save all compliance related documents and distribute as necessary

TRAINING/EDUCATION

  • Attend regular training sessions, webinars, etc.
  • Complete assigned FirstService University courses
  • Cross train with other roles to ensure full coverage for the department

FDNY INVOICES

  • Open, sort and scan all incoming FDNY invoices
  • Once scanned, rename and send to AVID
  • Code all FDNY invoices in AVID and approve in Compliance queue for the property manager’s approval
  • Upon receipt of checks, scan copy of original invoice, check and save for our records
  • Mail invoice and payment directly to FDNY

FDNY PERMITS

  • Open, sort and scan all incoming FDNY permits
  • Once scanned, rename and save in designated building folder
  • Enter new permit information into SiteCompli for future alerts

PERMITS

  • All permits received by mail are scanned, renamed and saved in the building folder
  • Original permit should be forwarded to the appropriate property manager

ANNUAL SAFETY NOTICES

  • Review all physical cards to ensure completion
  • Mail or email completed cards to SiteCompli
  • Generate action/response cards in PDF and distribute to property managers
  • Save PDF of final safety guides at the end of the season

DOB NOW

  • Electronically sign all DOB NOW filings daily (includes boiler, elevator, façade)

THIRD PARTY WITNESSING ASSIGNMENTS

  • Email third party witnessing companies with annual assignments (template to be provided)

TAX APPLICATIONS/PETITIONS

  • Scan, rename all blank forms
  • Distribute protest forms to the property manager with instructions for completion.
  • Note spreadsheet with which applications/petitions were received and the tax attorney
  • Upon receipt of a completed form, review for accuracy and ensure all signatures and notaries are executed
  • Scan copy of completed form, save in appropriate building folder, update spreadsheet and send via UPS or messenger to tax attorney

TAX ABATEMENT

  • Open and sort benefit schedules by tax year
  • Code abatement schedules with building code
  • Scan, save and rename schedules accordingly
  • Move all abatement schedules to the appropriate compliance permits folder
  • Upload to Connect once complete

MULTIPLE DWELLING REGISTRATIONS (MDR)

  • Review portal to ensure all properties are entered into system and note spreadsheet
  • Update forms with current information (detailed instructions to be provided)
  • Generate multiple dwelling registration forms via HPD portal
  • Print forms and sort by team and distribute to team leader
  • Review all returned forms for accuracy and confirm signatures and note spreadsheet
  • Scan completed multiple dwelling registration form and saved in appropriate folder
  • Mail original forms to HPD
  • Scan all MDR receipts to appropriate building folder and note spreadsheet

REAL PROPERTY INCOME AND EXPENSE STATEMENTS

  • File exempt real property income and expense statements via DOF portal
  • Save filings in appropriate building folders
  • Update spreadsheet accordingly

GWFG STATUS REPORTS

  • Email completed report to property manager for distribution to Board/Owner

COOLING TOWERS

  • Save all cooling tower documents
  • Send all documentation/information to third party inspection company
  • Save and track all annual cooling tower certifications

LOCAL LAW #69/2017- BED BUG REPORTING LAW

  • Collect information from property managers on bed bug incidents
  • Enter information into HPD portal and submit filing
  • Save a copy of the filing in the respective building folder
  • Update spreadsheet as reports are filed

VIVE

  • Distribute VIVE registration instructions for any vendor inquiry
  • Assist with vendor registrations through the VIVE platform
  • Add approved vendors through VIVE into accounting systems

SMOKING POLICY

  • Distribute copies of existing policies and confirm accuracy with property managers
  • Collect copies of new policies, save in building folder and email to WelcomeLink
  • Update spreadsheet accordingly

SUBMETERING

  • Monitor and track submetering process for FSR portfolio
  • Collect copies of submetering reports and save in designated building folder

TRACKING/REPORTING/UPDATING

  • Save files for various projects and update spreadsheets accordingly
  • Notify SiteCompli of any management changes

MISCELLANEOUS

  • Assist compliance/transitions team with miscellaneous tasks related to various filings, permits, deadlines, projects




Qualifications & Skills:

  • Bachelor’s degree required.
  • A high level of energy and a strong bias to service excellence and getting things done with a sense of urgency.
  • Experience with Microsoft Excel & Office preferred.
  • Possesses personal and professional integrity.
  • Able to work independently and be a team player.
  • Well-organized, efficient and has a good sense of priorities.
  • Diligent and motivated.
  • Strong analytical skills and detail oriented.



What We Offer:

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, life insurance, short term disability, legal, and identity theft. You will also be eligible for company paid life insurance, long term disability, and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, and a 401k with company match.



Compensation:

$21 - $24 / hour

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