CO-OP/CONDO Junior Property Manager

3 weeks ago

New York, United States Douglas Elliman Property Management Full time

Douglas Elliman Property Management is New York's premiere residential management company with over 400 buildings. Our clients include some of the most prestigious buildings in the City. Douglas Elliman has over 100 years' experience in managing cooperative and condominium buildings with expertise in all facets of building management.

Condo Account Executive / Co-Op, Condo Property Manager

  • Portfolio: est between 5-8 buildings depending on size

List of Responsibilities

  • Accounts Receivables
  • Communicate between accounting office and residents on any accounting matters
  • Send late notices
  • Assist Owners in setting up on-line payments, making payments by check, etc.
  • Direct A/R on who to apply late fees/interest to/when to waive.
  • Maintain list of current arrears for board meetings
  • Maintain list of retroactively charged unit owners and inform closing when said unit owners sell for recouping
  • Accounts Payables
  • Review and issue approval on invoices for payment
  • Issue charge-backs Send email notice to unit owners with copy of invoice, apply charge on yardi

Alterations:

  • Provide Owners with Alteration information and help to guide them through process
  • Accept alteration package and submit for engineer review and approval. Communicate between engineer and unit rep as necessary
  • Gather all required paperwork, deposits and fees for alteration
  • Charge back owners for applicable fees associates with reviews or plumbing fees
  • Ensure compliance with DOB and LPC
  • Organize and conduct kick-off meeting prior to project
  • Review, schedule and communicate water shut-down prior to demolition
  • Notify Neighbors
  • Follow-up throughout project
  • Maintain alteration file
  • Hallway renovations provided the policy, assist the neighbors with getting in touch with each other to approve the proposed hallway plan.

Annual Meeting:

  • Organize and send notice for Annual meeting
  • Send out packages in advance, collect proxies, call/email in an attempt to gain quorum

Applications:

  • Assist in pre-application matters: i.e. review of minutes, questionnaire requests, etc.
  • Obtain application package from closing department and provide to Board for Approval
  • Notify Brokers once approved Closing Agent typically contacts the broker
  • Update records accordingly

Board:

  • Relay information to Board as necessary
  • Create Board packages monthly
  • Coordinate Board Meeting
  • Prepare Management Report
  • Write minutes
  • Write task lists
  • Budget
  • Complete Budget with FA
  • Review monthly financials and add variance comments

Capital:

  • Plan Capital Committee Meetings
  • Organize schedule for capital improvements
  • Assist in developing capital planning schedule and budget
  • Communicate among residents and contractors during capital projects
  • Resolve any resident issue that may arise as a result of capital work
  • Communicate with residents regarding their frustration re: facade. Help facilitate accommodations where possible.

Employee:

  • Maintain employee files have all new employees sign the employee handbook
  • Communicate all disciplinary action to Union and RAB
  • Manage employee schedules and work-orders
  • Address employee matters, needs, complaints, etc.
  • Schedule employees for various repairs and maintenance

Insurance:

  • Obtain insurance from all service people entering the building. Be sure certificates meet building requirements
  • File Insurance and notify staff accordingly via Building Link
  • Insurance Claims
  • Write reports and notify carrier of potential insurance claims
  • Work with carrier as necessary to provide information pertaining to claims
  • Property Insurance
  • Assist Account exec on insurance renewals
  • Residents
  • Send notices to residents as necessary
  • Resolve day to day matters that may arise
  • Keep records current

Tax:

  • Assist as needed during tax abatement
  • Relay relevant information to residents as necessary on tax related matters

Other:

  • Manage daily operations
  • Work with Resident Manager, on-site personnel and Main office personnel
  • Attend all monthly, special and annual meetings

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