The Residential Property Coordinator is responsible for providing administrative support to property management team focusing on three essential functions (i) lease administration, (ii) tenant & vendor insurance certificates, (iii) accounts payable, and (iv) building management.
This position will be also required to receive, direct and respond to the property management phones calls including voice mail and internet questions in a timely manner.ESSENTIAL FUNCTIONSEnsure management office phones are answered and all calls greeted in a courteous professional manner.
Set up after hour”s answering service and message as required.
Track tenant calls either through CIM Group work order platform or using a phone log as required.
Operate the management office front desk and ensure we greet each vendor or resident and respond in a professional manner.
Facilitate property security by ensuring building stairwells, roof access, mechanical rooms and other areas designated off limits to our residents (”Controlled Areas”) are properly secured at all times.
Access to these Controlled Areas is contingent upon (i) receiving verbal approval from property manager and (ii) all individuals granted access must sign in and out at the security desk or at a designate area.
Receive, open and distribute incoming mail and manage outgoing correspondence and other mailings.
Ensure copies are made of all resident correspondence and placed in their respective lease files.
Maintain for each building an emergency procedure manual property based on CIM Groups standard procedures and work with the property manager to ensure this book is updated with the most current emergency contact information for our vendors and residents.
Ensure as the Landlord”s agent we enforce all common area rules and regulations to include billing for late fees as approved by the Property Manager.
Ensure residential parking spaces are properly documented in the residents lease file to maintain accountability.
Track processing of all building payable in NEXUS and keep the Property Manager abreast of any delays to insure timely payment of approved operating expense invoices within 30 days upon receipt thereof.
Create at the beginning of each year a current vendor and tenant insurance list to ensure appropriate coverage is maintained by the residents and vendors at all of your properties.
Set up property insurance tickler files to track certificate expirations and provide a monthly list of expiring certificates.
Run GL on a monthly basis to ensure all contracted services are properly accrued or expensed and ensure we have no more than 12 payments in any calendar year.
Access Yardi to set up resident billings, revenue accounts, security deposit and lease term within 48 hours of a lease being fully executed.
Verify property rent rolls to ensure (a) accurate occupancy and (b) rental rates.
Facilitate all tenant move in with the Leasing Associate to ensure timely occupancy and accurate billing information in Yardi.
Coordinate all tenant move outs with the Leasing Associate to ensure a timely transition to from vacant to lease ready.
Pre-inspect all expiring residential units one month prior to their said expiration to get a sense of the possible scope of work for each unit and coordinate this work with the Property Manager.
Ensure all required CIM Group documents are posted correctly in Knowledge Tree or the Y Drive as directed on a monthly basis.
We will require all leases, service contracts to be scanned as they are incurred.
Maintain first class professional management office for our visitors to see at all times.
Ensure files are maintained and up to date for (i) residential leases, (ii) vendor files, (iii) building files and (iv) general operating files.
Maintain management office equipment and supplies pursuant to the approved budget and as requested by the Property Manager.
Adhere to LAHD rent control or similar governmental agencies (as required) polices as well as Federal Fair Housing Act to avoid any discrimination or legal issues.
NON-ESSENTIAL FUNCTIONS:Must be able to work on weekend as reasonable requested.
Team player who is committed to getting the job done might have to work on weekends (as required).EDUCATION/EXPERIENCE REQUIREMENTS:Bachelor”s Degree or equivalent work experience.Knowledgeable about on general accounting practices as it relates to accrual based accounting for creating an income statement to include reserving for bad debt.
One year prior experience working in a residential property management.
Proven ability if the position encompasses more than one property to manage multiple residential assets equal to or greater than the unit count for this position.
Experience using Yardi for residential property management Must possess a valid state-issued driver”s license.TECHNICAL SKILL REQUIREMENTS:MS Office including Excel, Word, PowerPoint, OutlookFamiliar with Nexus Payables or similar software application.Familiar with Yardi or similar software application.PERFORMANCE METRICS:Timely processing of operating expenses Management of tenant and vendor insurance certificates Meet the property managers objectives for achieving the approved operating budget.Timely submittal of lease documents and contracts on KT or Y drive Surveys or tenant questionnairesCIM does not accept unsolicited resumes from Agencies.
Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.
If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.
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