Property Coordinator

Overview:

Reporting to the Senior General Manager, the Property Coordinator is entrusted with comprehensive administrative and operational support services to assist managers with the daily operations of the building including, but not limited to staffing, financials, escalations, reinforcement of company culture, leasing/marketing activities, building regulatory compliance, resident satisfaction, and asset protection. This role will interact with both residents and team members covering all facets of the department from development, leasing, resident services, and operations.

Responsibilities:

• Administrative/Financial:
• Manage professional communication and correspondence by monitoring the email inbox, answering phones, and greeting walk-ins
• Schedules team meetings and updates, manages meeting minutes, and files/contract documentation
• Audit of information maintained in key technology systems including but not limited to: MRI, VTS Rise, AWARE, Emsys, Amazon Lockers, Security Desk, Elevator and Screen management systems, Mailchimp, and Survey Gizmo
• Coordinates resident move-ins/outs and ensures COI and HH requirements are met
• Reviews and reconciles tenant rent and Common Area Maintenance (CAM) recovery charges
• Promptly responds to tenant needs to resolve problems in compliance with contract obligations
• Handles reconciliation of resident ledgers and final dispositions of resident accounts
• Manages billing, expense reports, allocated billings, and account coding
• Create purchase orders (POs) and work orders (WO’s) and route them internally for approval
• Process invoices in a timely manner and ensure accurate records are reflected in the invoice tracker
• Regularly communicate with vendors to ensure timely invoice submission and routinely monitor 57 West billing inbox
• Support the Assistant Property Manager in completing SODA report(s) to meet the mandated 14-day submission deadline
• Oversees sub meter billing process to comply with required accommodations of billing plans, payment agreements, late payment procedures, complaint resolution, and final termination
• Supports budget, variance, P&L, ROI analysis, and reporting process
•  Manages coordination of all legal matters: works directly with leasing, operations and legal contacts on projects including but not limited to investigation of incidents, lease violation notices, non-pay, nuisance complaints, eviction, and Airbnb matters. Tracks building matters using Airtable to provide real time updates to pending matters
• Manages annual notice distribution and responses for window guards, lead paint disclosures, and submeter annual notification of rights
• Serves as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants, and residents to prioritize and actively engage in environmental stewardship.
• Operations:
• Supports the onboarding and welcome process for residents
• Assists with the creation of RFP, bidding, award and contract for service agreements and capital improvement projects
• Reviews all existing service agreements and confirms the invoices are consistent with in force agreements and track receipt of all appropriate hard copies and digital files for service reports and inspections.
• Procures, monitors, and maintains inventory of all purchases for building supplies and meeting budget requirements
• Identifies, creates and maintains SOP, MOP, EAP and best practices for service and leasing teams, as required
• Assists with reviewing approved vendors/contractors log for Certificates of insurance and Insurance Tracking utilizing ITS or similar platform
• Serves as point person for escalated service complaints: addresses and diffuses matters where possible, escalates as needed and follows up with all necessary parties to ensure the issue is resolved
• Conducts audits of interior building and grounds for general aesthetic and consistency of marketing materials
• Works closely with the property manager to enhance resident experience through initiatives such as: attendance and facilitating resident events, service training, managing internal and partner promotions, unique touch points for tenants such as bark day, newborn and move in gifts
• Partner with marketing team to create, design, and execute social media initiatives for residents (i.e. welcome guides, etc.)
• Builds strong relationships with residents through various interactions (i.e. Greeting them in the lobby, conducting check-in calls, attending residential events, etc. )
• Works closely with maintenance and operations teams to ensure timely and appropriate apartment turn, work order prioritization, and recurring building upkeep
• Collaborate with property manager to streamline interactions between leasing and maintenance divisions to ensure smooth transitions through  resident lifecycle stages (i.e. from prospect to move-in and from  resident  to move-out)

Qualifications:

• 2+ years administrative, office coordination or related professional experience preferably in real estate, hospitality or another client focused industry.
• 4 year degree from an accredited institution.
• 2+ years construction or project management experience in residential management or operations
• Knowledge of construction sequencing, materials and methods
• Strong project management skills, results-driven, adaptable with ability to manage multiple priorities and meet deadlines
• Excellent attention to detail and strong organizational skills
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess high level of attention to detail
• Effective oral and written communication skills
• Maintains a professional demeanor 
• Strong conflict resolution and mediation skills
• Self-starter: Requires minimum supervision but knows when to seek advice
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint and Project

$75,000 - $85,000 (hourly rate is $36.06/hour - $40.87/hour)