Property Administrative Assistant (Yonkers)

Job Title: Property Administrative Assistant / Junior Property Manager
Location: Yonkers, NY
Duration: Temp to Perm
Pay: $19 /hr ($55,000) - negotiable

Must have experience in the residential real estate arena, including rental, condo & co-op

4-5 years' experience is a plus

SHAREHOLDERS/UNIT OWNERS/ RESIDENTS:

With direction from the Senior Property Manager:

• Interact with Boards, carry out directives, attend Board meetings, take minutes, create action reports and follow up.
• Handle shareholder, unit owner, resident inquiries and problems or forward to agents, visit buildings twice annually, attend annual meetings.

BUILDING STAFF:

• Work with superintendents, including purchase orders.
• Keep Senior Agent of any building staff performance related issues

GENERAL SUPPORT:

As required by agents.

• Respond to all inquiries (via, phone, email, fax etc.) within 24 hours.
• Take messages for agents; following direction from Agent, learn which issues you can resolve independently (while keeping agent informed) and which need to be brought to the Agent's immediate attention.

· Create own correspondence.

· Maintain calendars (cyclical meetings, expiration dates, hearings, cure by dates, etc.

· Assist Agent in preparing for monthly and annual Board Meetings

· Ensure Board List is updated and accurate

· Distribute financials, keep profiles current,

· Coordinate with Compliance to maintain Emergency Vendor Contact List current.

· Maintain files, arrange for messengers as needed

· Maintain portfolio files in Agents' office.

· Check requests, tenant change forms, tenant "chargebacks", maintain contract payments, File annual permits, MDR applications, annual tax letters, return move-in/out deposits.

VENDORS:

• Handle vendor inquiries for payment. Utilize BJ Murray.

INSURANCE:

• Monitor insurance to make sure it doesn't lapse
• Coordinate with Compliance to ensure recorded in compliance archives.

SALES:

· Provide comps, write indemnification letters, provide insurance information, write reference letters. Assist and provide whatever is requested by brokers/Closing Department/current owners.

ALTERATIONS:

· Coordinate flow of paperwork (alteration agreements, security deposits, fees, insurance certificates, plans).

SUBLETS:

· Monitor sublets.

MINUTES:

· Maintain minute books and files; prepare Action List of items to follow up on

· End of Year - Collect and provide Compliance with copies of Annual and Monthly Board Meetings

Must be

· Articulate with strong written and verbal communication skills

· Proactive, solution oriented/problem solver

· Common Sense and Understand when it is appropriate to ask for direction and when to work independently

· Manage Time and Meet Deadlines

· Communicate efficiently, effectively and in a timely fashion

· Once familiar with internal operations and practices, be able to work independently and with minimal direction (although direction is provided when required)

· make a clean and professional appearance as you may be called upon to attend Board Meetings to take minutes/notes.

· Microsoft Word, Excel, Outlook & Powerpoint

o Knowledge of MDS, SiteCompli & Board Packer a plus

Great opportunity for someone interested in potentially evolving into a Property Agent role.