Condominium Coordinator (Multi-Site)

Related•New York, NY

4d•Onsite

About The Position

Step into a role designed for professionals who thrive at the intersection of luxury service, precision, and influence. As a Condominium Coordinator, you won’t just support operations—you’ll be a key driver behind the day-to-day experience of a high-end residential portfolio. Acting as the central link between ownership, the Board, and management, you’ll bring a polished, solutions-oriented approach to everything from owner relations to financial coordination and board engagement. The Condominium Coordinator is responsible, under the direction of the Condominium Regional Manager, for the administration of the assigned condos and completion of designated projects in accordance with RMC policy and procedures and to keep the regional office fully informed of the sites’ administrative status. Portfolio Details: Luxury Condominiums | Related

Requirements

Experience in condominium or property management, preferably in a luxury residential setting.
Strong understanding of financial processes, including billing, accounts payable, and variance reporting.
Excellent communication, organization, and problem-solving skills.
Proficiency in property management software and Microsoft Office Suite (Excel, Word, Outlook).
Ability to handle sensitive and confidential information with discretion.
Strong attention to detail and ability to multitask in a fast-paced environment.
Strong financial acumen and proficiency in budget management.
Must be willing and available to attend board meetings in the evenings or early mornings outside of normally scheduled business hours on a monthly basis for each condo building “as needed".
Must possess basic knowledge and understanding of building operations.
Excellent verbal and written communications skills.
Strong multi-tasking capabilities and time management, excellent organizational skills; i.e., filing system and record keeping.
Working knowledge and the ability to utilize desktop computers with software packages such as Microsoft Word, Excel, PowerPoint, Outlook and Project. Knowledge of other software programs would be a plus.
Purchasing experience/exposure a plus
Ability and commitment to learn new material quickly and upgrade skills.
Proven ability to work effectively and professionally within a diverse group and dynamic environment

Nice To Haves

Knowledge of other software programs would be a plus.
Purchasing experience/exposure a plus

Responsibilities

Serves as a liaison between the owners and the Board of Managers to foster a positive and professional relationship.
Handles all owner complaints expeditiously, diplomatically, and professionally, following up promptly on all issues.
Assists owners with monthly billing inquiries, including reviewing charges, explaining assessments, and addressing concerns regarding financial obligations.
Helps owners update their bank account information for payment processing, ensuring accuracy and compliance with payment policies.
Tracks arrears and posts chargebacks as necessary, coordinating with finance teams to ensure timely and accurate resolution.
Communicates with the Resident and Property Manager regarding work-order status to respond effectively to tenant inquiries.
Processes resale, lease, and transfer applications in a timely manner, ensuring compliance with Board requirements.
Processes, reviews, and coordinates owner alteration requests in conjunction with the Board-appointed Engineer and presents them to the Board for review and approval.
Upon Board approval, tracks and enforces all provisions of the alteration agreements.
Assists in the preparation of monthly financial reports, including tracking budget variances and providing variance explanations.
Reviews and reconciles monthly financials to ensure accuracy and compliance with budgeted projections.
Monitors and tracks vendor payments, ensuring timely processing and adherence to contract terms.
Processes invoices and liaises with the finance team to ensure proper documentation and approval workflows.
Maintains organized records of all financial transactions, correspondence, and approvals related to owner accounts and property management.
Supports administrative duties related to property management operations, including scheduling meetings, maintaining databases, and preparing reports.
Collaborates with property management and Board members to implement operational improvements and enhance the owner experience.
Attend and actively participate in in-person board meetings to provide updates, insights, and recommendations on property management matters.
Engage in open dialogue with board members, addressing concerns, answering questions, and contributing to decision-making processes.
Present regular updates on property management activities, financial performance, and ongoing projects to homeowners' associations and residents.
Foster transparent communication to keep residents informed about community developments, policies, and any changes that may impact them.
Communicate and implement new policies or rules discussed and approved during board meetings.
Ensure residents are aware of and understand any changes, providing clarification as needed.
Develop and implement crisis management strategies, utilizing board meetings to discuss emergency plans and address unexpected challenges.
Act promptly to mitigate potential risks and ensure the safety and well-being of residents.
Maintains current, accurate tenant data, including tenant roster according to Regional procedures and ensure the front desk has an updated copy at all times.
Maintains accurate, efficient files for all site administration, including: owner files, vendor files, inventory files, operational procedure files, work-order files, A/R files, etc. - all according to the RMC and Regional office directive and working with the Resident Manager.
Prepares and processes appropriate written communications, i.e., memos, letters, insurance incident reports, etc.
Establishes and maintains a good working team relationship with the building Resident Manager.
Prepares incident reports, creates and sends violation letters to residents following RMC and regional procedures, upon the Condominium Manager’s directive. Performs appropriate follow-up for occupancy changes or unauthorized pets. Conducts regular review of roster and guest list for changes in occupancy, key drop control, and move-in/out schedules.
Performs the timely execution of all required registrations and certifications for the site.
Work closely with vendors and suppliers to negotiate contracts and ensure seamless execution.
Develop and adhere to event budgets, ensuring that expenses align with financial constraints.
Seek cost-effective solutions without compromising the quality and appeal of events.
Conduct thorough evaluations of each event, gathering feedback from residents and stakeholders.
Use insights gained to refine future strategies and improve the overall resident experience.