Simone Development Companies · 1 week ago
Property Management Coordinator
Bronx, NY
Full-time
Onsite
New Grad, Entry Level
$61K/yr - $75K/yrSimone Development Companies is a full-service real estate investment and development firm with over five decades of experience. The Property Management Coordinator will assist the Property Manager in day-to-day activities, manage tenant communications, and oversee various administrative tasks related to property management.
Commercial Real EstateReal EstateReal Estate InvestmentResidential
Hiring Manager
Shawntae Henry, MSHRM, SHRM-CP
Responsibilities
Assists Property Manager with day-to-day activities
Schedule vendor meetings for Property Manager
Monitor renewal dates for service contracts; assist the Property Manager in the preparation of service contracts and verifies 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 forwards proposals to the Property Manager or the Construction Coordinator with the budget/month budgeted
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
Process invoices through Payscan
Ensure utility accounts are switched over to owner’s name at least 5 days prior to tenant vacating for entire portfolio
Complete special tasks such as obtaining meter readings for 1034 N. Broadway
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
Assure the maintenance team receives monthly vacant space listings to coordinate 'For Lease' signage
Answer phone calls and Building Engines requests from tenants. Coordinates with Property Manager issues, performance of work and dispatch of vendors, as needed
Understand the scope of the landlord's responsibilities for each property to efficiently screen tenant calls before escalating to the Property Manager, 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 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
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
Complete report for Property Managers when tenants call in an Incident Report and manages document flow
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
Ensure that Incident Reports are completed and sent to HUB and PM
Coordinates insurance claims, and schedules depositions
Maintains spreadsheet for claims (i.e., slip and fall matters) and records all summonses
Assists with special projects as needed
Sets up and maintains files and other materials for quick and easy use
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required in this role
Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice
Qualification
Required
Assists Property Manager with day-to-day activities
Schedule vendor meetings for Property Manager
Monitor renewal dates for service contracts; assist the Property Manager in the preparation of service contracts and verifies 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 forwards proposals to the Property Manager or the Construction Coordinator with the budget/month budgeted
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
Process invoices through Payscan
Ensure utility accounts are switched over to owner's name at least 5 days prior to tenant vacating for entire portfolio
Complete special tasks such as obtaining meter readings for 1034 N. Broadway
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
Assure the maintenance team receives monthly vacant space listings to coordinate 'For Lease' signage
Answer phone calls and Building Engines requests from tenants. Coordinates with Property Manager issues, performance of work and dispatch of vendors, as needed
Understand the scope of the landlord's responsibilities for each property to efficiently screen tenant calls before escalating to the Property Manager, 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 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
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
Complete report for Property Managers when tenants call in an Incident Report and manages document flow
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
Ensure that Incident Reports are completed and sent to HUB and PM
Coordinates insurance claims, and schedules depositions
Maintains spreadsheet for claims (i.e., slip and fall matters) and records all summonses
Assists with special projects as needed
Sets up and maintains files and other materials for quick and easy use
Company
Simone Development Companies
Simone Development Companies is a full-service real estate investment company specializing in the acquisition and development of healthcare, mixed-use, office, industrial, retail and residential properties in the New York Metro area.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Matthew Holst, AIA, MBA, LEED AP
Chief Operating Officer
Recent News
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