Property Management Coordinator

Description

Assists Property Manager with day-to-day activities

• Maintain Landlord/Tenant Issues and Disputes Log by continuously updating and gathering information about tenants in legal process.
• Ensure that Incident Reports are completed and sent to HUB and PM.
• Maintain information in Building Books for the entire portfolio.
• Sets up and maintains files and other materials for quick and easy use.
• Prepare a contract or Purchase Order for repair and maintenance work exceeding $5,000, and ensure it is signed by both the vendor and Simone Management.
• Assist and guide tenants concerning required/allotted signage and assist in making changes in building signage after renovation/construction.
• Coordinates insurance claims, and schedules depositions.
• Ensure 3 bids are received for any work over $10,000 and forwards proposals to the Property Manager or the Construction Coordinator with the budget/month budgeted.
• Provide outside counsel with all information needed for legal actions – e.g., tenant ledgers, obtains Default Notice signatures from owners, etc.
• Understand the scope of the landlord's responsibilities for each property to efficiently screen tenant calls before escalating to the Property Manager, as needed.
• Distribute information to key staff when executed Warrants of Eviction are received.
• Update Accounts Receivables Summary Report.
• Complete special tasks such as obtaining meter readings for 1034 N. Broadway.
• Update monthly R&M budget for use in cash flow management.
• Assists with special projects as needed.
• Process Tenant Move-Out Notices.
• Complete Tenant Credit Adjustment forms, circulate for signature, and save the digital forms in the Tenant Credit Adjustment folder and in Smart Cabinet.
• Ensure utility accounts are switched over to owner’s name at least 5 days prior to tenant vacating for entire portfolio.
• Assure the maintenance team receives monthly vacant space listings to coordinate “For Lease” signage
• Monitor renewal dates for service contracts; assist the Property Manager in the preparation of service contracts and verifies insurance is in place.
• Answer phone calls and Building Engines requests from tenants. Coordinates with Property Manager issues, performance of work and dispatch of vendors, as needed.
• Maintains spreadsheet for claims (i.e., slip and fall matters) and records all summonses
• Process invoices through Payscan.
• Work with Compliance Coordinator to Contact tenants and/or the insurance agent when HUB is unable to get the correct insurance.
• Identify on a monthly basis, all past due tenants from Yardi, contact and document the results for the Property Managers.
• 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.
• Ensure that Property Inspections are completed and documented.
• Complete report for Property Managers when tenants call in an Incident Report and manages document flow.
• Schedule vendor meetings for Property Manager.
• Review new tenant insurance certificates for appropriate coverage and sends the COIs to HUB.

Requirements

Benefits

Tenant Insurance

Training + Development

Interview process

Visa Sponsorship

Security clearance