Property Management Coordinator - Simone Development Companies

Simone Development is a full-service, privately held commercial and residential real estate investment and development company with a distinguished resume and reputation established over five decades. As a full-service developer, we have the ability to rapidly move any project from site selection, acquisition, financing, construction, leasing, property management and maintenance. The core principles that define the Simone organization are the stability, creativity and professional expertise of our management team; an aggressive long-term business plan; a commitment to excellence and tenant service; our close relationships with strategic partners, tenants, lenders, municipalities, and real estate professionals; a consistent ability to add value; and most importantly, our unwavering pursuit of visionary development.

For more than 25 years, Simone Healthcare Development has been designing, building, financing and managing successful medical office and healthcare facilities for some of the New York Metropolitan Area’s largest and most prestigious hospitals and medical practices. Simone specializes in creating custom-designed leading edge healthcare facilities including Ambulatory Surgical Centers, Cancer Treatment Centers, Radiology Centers, Urgent care Centers and Medical Specialty Offices

Job 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.

Tenant Insurance

• 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.

Accounts Receivable

• 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.

Incident Reports

• 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

Other Duties

• 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.

It is the policy of Simone Development (SIMDEV) to provide equal employment opportunities to all qualified individuals without regard to race, color, creed, religion, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity or expression (including transgender status), age, marital status, familial status, citizenship status, disability or genetic information or handicap or status as a Vietnam-era or special disabled veteran in accordance with all applicable federal, state and local laws.