Administrative Assistant, Property Management

ADMINISTRATIVE ASSISTANT, PROPERTY MANAGEMENT

Responsible to perform the administrative functions assuring high level of professionalism in Property Management issues, including timely response to and resolution of any tenant requests or concerns.

ACCOUNTABILITIES

May be responsible for one or more of the following:

Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence;
Schedule and coordinate meetings/special events as requested;
Assist in lease administration activities including tenant contacts and generating reports;
Prepare new tenant lease summaries for PM review;
Prepare monthly tenant billings;
Maintain lease and contract files, as well as other related property files;
Assist PM in rent collections through preparation of standard correspondence and obtaining aging reports, as well as follow up on delinquencies;
Prepare for PM approval and issue lease renewals including Section 8 lease renewals;
Enter tenant rent credits including SCRIE/DRIE/Section 8;
Process move out paperwork ensuring security deposits are applied;
Receive and process rent payments including return of payments as required;
Update tenant and employee listing with emergency numbers;
Prepare and coordinate bid proposals, service contracts and approved invoices. Assist in bidding process and assist property manager(s) in their efforts to ensure compliance with Company’s policies and procedures;
Prepare and code invoices for property manager’s approval;
Ensure prompt and accurate completion of vendor contracts and certificates of insurance information in contract administration software;
Track and file contracts and insurance certificates; maintain follow-up system for expirations;
Handle phone calls regarding various issues, dispatch maintenance personnel as needed;
Monitor and maintain the property maintenance work order system and prepare monthly reports for property manager on status of tenant work orders;
Maintain the property purchase order system;
Promote and foster positive relationships with tenants and owners and track service calls as required;
Assist with monthly and quarterly management reports; and
Tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval, as required

MINIMUM REQUIREMENTS

Associates Degree
A minimum of 2+ years of professional experience in New York City Residential Property Management
Proficiency in Microsoft Office programs, including Word and Excel
Strong organizational skills; detail oriented
A self-starter with the ability to handle multiple projects at any given time
Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information
Strong interpersonal skills
Proven record of providing excellent internal and external customer service
Excellent oral and written communications skills
Knowledge of New York City rent regulations including section SCRIE/DRIE, Rent Stabilization, Rent Control and Section 8
Experience with Yardi or similar property management software package

SCHEDULE

Full-Time, Monday – Friday 9:00 AM – 5:30 PM