Tenant Collections Coordinator

3 weeks ago

New York, United States VPH Management Services LLC Full time $70,000 - $80,000
Job DescriptionJob Description

Position Summary

The Tenant Collections Coordinator will be responsible for managing and coordinating the collection of rent and other payments from tenants. This role requires excellent communication skills, attention to detail, and the ability to handle sensitive financial information with discretion. Work proactively with “at risk” tenants to make suitable arrangements and keep in constant communication with Team Members, Property Managers, Residents, and Landlord Tenant attorneys.

Essential Duties and Responsibilities

The Tenant Collections Coordinator will conduct all business in accordance with company policies and procedures, and state and federal laws (OSHA, ADA and Fair Housing). Essential functions include, but are not limited to the following:

  • Rent Collection: Monitor and manage the collection of rent payments from tenants, ensuring timely and accurate processing. Generate and distribute late rent notices to be delivered to residents. Review and enter stipulation cases. Draft general activity to adjust account balance per stipulation. Open non-pay cases and open holdover cases.
  • Tenant Communication: Communicate with tenants regarding overdue payments, payment plans, and any related issues. Prepare & monitor Payment agreements with tenant in arrears.
  • Record Keeping: Maintain accurate records of all tenant transactions, including payments, late fees, and payment plans. Review monthly receivable reports and prepare recommendations for Property Managers. Work with Property Managers to make corrections on ledgers
  • Dispute Resolution: Address and resolve any disputes or issues related to tenant payments in a professional and timely manner. Coordinate with Property Managers to provide residents in need of rental assist.
  • Collaboration: Work closely with property managers and other team members to ensure a cohesive approach to tenant relations and collections.
  • Legal Support: Draft legal order sheets to start holdover and non-payment cases. Support attorney calls from court for cases. Answer inquiries from residents in connection with legal issues. Review Property Manager Rent Rolls and compare to attorney reports. Prepare and maintain legal status spread sheet. Coordinate with Property Managers - requesting updates, court stipulations and legal order as required and where applicable. Create trial packets and attend court hearings as needed. Calendar future court appearances, future payments, and court-ordered repair work. Review and process legal bills. Handle small claims cases.
  • Compliance: Ensure all collection activities comply with relevant laws and regulations.
  • Other: Generate work orders based on court stipulations & coordinate timely completion.
  • Other duties as assigned

Minimum Qualifications

  • High school diploma or equivalent; associate’s or bachelor’s degree in finance, business administration, or a related field preferred
  • At least 2 years’ experience with coordinating collections, property management, or related field. Familiar with landlord tenant cases proceedings in NYC.
  • Excellent communicator and strong interpersonal skills; experience in law office handling landlord helpful
  • Able to effectively organize calendar, take meeting notes, coordinate meetings and follow up with managers regarding assigned tasks
  • Excellent communicator, including good grammar and writing skills
  • Excellent organizational and time management abilities.
  • Good computer skills to perform job duties, including proficient with Microsoft Word, Excel and Teams skills
  • Able to handle confidential and sensitive information with discretion.

Physical Demands and Work Environment

  • Prolonged periods sitting at a desk and working on a computer.
  • May need to stand and walk for extended or continuous periods of time.
  • Required travel to meetings, court appearances and community events in varying outdoor weather conditions.

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