Leasing Operations Manager at Confidential company

Our Client is a family-owned property company committed to community development and sustainability.  Their principles, consistently applied, have strengthened and deepened the expertise that supports their real estate leadership.

LEASE & OPERATIONS MANAGER – JOB DESCRIPTION

1. Financial

• Demonstrate ability to understand financial goals, operate assets in best interest of the building/management.
• Manage Residential Leases for real estate portfolio of approximately 160   Work with proprietary software (“RentRiter”) that manages rent rolls.
  • Market Rate
  • Rent Stabilization
  • Rent Control
  • Section 8 Certificates
• Manage Receivables
• Maintain accurate records of all building transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, rent balances etc.).
• Prepare monthly rent bills to all tenants.
• Ensure that all rents and late fees/check charges are collected, posted and deposited in a timely manner.
• Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
• Ensure that invoicesare submitted to the bookkeeper for payment, handle petty cash and all funds.

2. Legal

• Generate necessary legal action, documents and process in accordance with State and Company guidelines. Refer to attorneys.
• Work with law firm(s) to monitor legal proceedings and develop appropriate correspondence.

3. Leasing

• Ensure that all properties are rented to full occupancy.
• Utilize marketing strategies to secure prospective residents, such as hiring brokers and using StreetEasy, Craigslist, OLR etc.

4. Administrative

• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
• Confirm all leases and corresponding paperwork are completed and input to RENTRITER System accurately and on a timely basis, such tenant information and any apartment improvements.
• Ensure current resident files are properly maintained.
• Input receipt of all checks, money orders, cash payments to RentRiter
• Ensure all administrative paperwork such as MBR/MCR/FCA and Individual Apartment Improvements is accurate, complete and submitted on a timely basis.
• Answer telephones and check daily emails and faxes, incoming and outgoing mail, filings, and inventory and ordering supplies.

5. Resident Retention

• Deal with tenant concerns and requests on timely basis to ensure tenant satisfaction with management.
• Ensure distribution of all company or building-issued notices (i.e., bad weather, emergency, repairs, etc.).
• Consistently implement policies of the building.

6. Personnel Management

• Plan or schedule weekly office staff schedules and assignments.
• Coordinate maintenance schedule and assignments with building supers
• Administer action plans consistently, and on a timely basis with performance problems.

7. Maintenance

• Maintain building appearance and ensure repairs are noted and completed on timely basis. This requires regular building/apartment inspections.
• Assure quality and quantity of market ready apartments.
• Ensure that market ready apartments are inspected and communicate any service related needs to maintenance/super.
• Ensure that all service requests are recorded and communicated appropriately to maintenance/super.

8. Compliance/Safety:

• Learn and ensure compliance with all company, local, state and federal safety rules, especially HPD, DHCR, DOH
• Ensure that unsafe conditions are corrected in a timely manner.
• Submission of Certificates of Corrections, Affidavits, Dismissal Request Forms

• Yearly registration of buildings to HPD/DHCR
• Yearly registration of rent stabilized apartments to DHCR
• Yearly boiler maintenances, Category 1 elevator tests (Category 5 for five years)
• Yearly inspection of window guards, CO/smoke detectors, peeling paint in all apartments.

9. Essential Job Functions:

• College degree preferred. Broker’s license a plus.
• Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Knowledge of Fair Housing Laws in dealing with prospects or tenants.
• Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as community software applications.
• Participate in training or conferences in order to comply with new or existing laws.