Property Management Coordinator

1 week ago

Bronx, United States Simone Management Companies Full time

_**Assist Property Manager with the following activities**:_
- Schedule vendor meetings for Property Manager.
- Monitor renewal dates for service contracts; assist the Property Manager in the preparation of service contracts and verify insurance is in place.
- Update monthly R&M budget for use in cash flow management.
- Process Tenant Move-Out Notices.
- Ensure 3 bids are received for any work over $10,000 and forward proposals to the Property Manager.
- Prepare contracts and purchase orders for repair and maintenance work over $5,000 and ensure it contains the appropriate approval and signatures.
- Process invoices through Payscan.
- Ensure that Property Inspections are completed and documented.
- Maintain information in Building Books for the entire portfolio.
- Assist and guide tenants concerning required/allotted signage and assist in making changes in building signage after renovation/construction.
- Answer phone calls and Building Engines requests from tenants. Coordinate with Property Manager on issues, performance of work, and dispatch of vendors, as needed.
- Understand the limits of landlord’s responsibility for each property so that tenant calls can be screened before Property Manager involvement, as needed.
- Monitor the billable tracking for maintenance requests and ensures signed forms are received and billed back accordingly. Use Building Engines to advise tenants about upcoming events such as building improvements, as needed.
- Review new tenant insurance certificates for appropriate coverage and send the COIs with the new tenant checklist to HUB.
- Monitor tenant insurance to be sure it is appropriate and up to date.
- Contact tenants and/or the insurance agent when HUB is unable to get the correct insurance.

**Tenant Insurance**
- Review new tenant insurance certificates for appropriate coverage and sends the COIs to HUB.
- Work with Compliance Coordinator to Contact tenants and/or the insurance agent when HUB is unable to get the correct insurance.
- **Accounts Receivable**_
- Identify on a monthly basis, all past due tenants from Yardi, contact and document the results for the Property Managers.
- Distribute information to key staff when executed Warrants of Eviction are received.
- Complete Tenant Credit Adjustment forms, circulate for signature, and save the digital forms in the Tenant Credit Adjustment folder and in Smart Cabinet.
- **Incident Reports**_
- Complete report for Property Managers when tenants call in an Incident Report and manage document flow.
- Ensure that Incident Reports are completed and sent to HUB and Property Manager.
- Coordinate insurance claims, and schedules depositions.
- Maintain spreadsheet for claims (i.e., slip and fall matters) and record all summonses.
- Maintain Landlord/Tenant Issues and Disputes Log by continuously updating and gathering information about tenants in legal process.
- Update Accounts Receivables Summary Report.
- Provide outside counsel with all information needed for legal actions - e.g., tenant ledgers, obtains Default Notice signatures from owners, etc.
- **Other Responsibilities**_
- Assist with special projects as needed.
- Set up and maintains files and other materials for quick and easy use.
- Carry out other duties as directed by management.

**Qualifications**
- Bachelor degree or equivalent experience preferred.
- 2 - 4 years' experience in real estate or property management required
- Proficient knowledge of Microsoft Office software (Outlook, Excel and Word)
- Proficient in Yardi
- Experience with Building Engines or other Tenant Management System
- Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone
- Must be able to lift, carry, push, pull a maximum of 30 lbs.

Pay: $60,000.00 - $75,000.00 per year

**Benefits**:

- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Experience level:

- 2 years

Schedule:

- Monday to Friday

**Experience**:

- Commercial Real Estate: 2 years (preferred)
- Building Engines: 2 years (preferred)
- Tenant Insurance: 2 years (preferred)
- Accounts receivable: 2 years (preferred)
- Microsoft Excel: 2 years (preferred)

Ability to Commute:

- Bronx, NY 10461 (required)

Work Location: In person

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