Property Coordinator (Residential)

CIM Group, LP•Los Angeles, CA

6d•$26 - $31

About The Position

The Residential Property Coordinator is responsible for providing administrative support to property management team focusing on four essential functions (i) lease administration, (ii) tenant & vendor relations, (iii) accounts payable, and (iv) building management. This position will also be required to receive, direct and respond to property management phone calls including voice mail and internet questions in a timely manner.

Requirements

Bachelorâs 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 driverâs license.
Excellent communication skills, both written and verbal.
Read and interpret documents such as office equipment maintenance and instruction manuals, company policies and procedures documents.
Ability to write correspondence and/or reports accurately in a concise and detail manner.
Ability to effectively present information to tenants, vendors, contractors and other employees of the organization.
Ability to read, analyze and interpret lease agreements, financial reports and/or legal documents.
Ability to respond to common inquiries or complaints from tenants, regulatory agencies, other areas of the company, and/or members of the business community.
Ability to add, subtract, multiply, and divide.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Can calculate monthly and year to date financial variances.
Ability to apply common-sense understanding to carry out instructions.
Possess strong analytical capabilities.
Ability to solve practical problems.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
MS Office including Excel, Word, PowerPoint, Outlook.
Familiar with Nexus Payables or similar software application.
Familiar with Yardi or similar software application.

Responsibilities

Ensure management office phones are answered and all calls greeted in a courteous professional manner. Set up after hourâs answering service and message as required. Track tenant calls either through Yardi work order platform as required.
Ensure there is adequate coverage for the Concierge desk.
Facilitate property security by ensuring building stairwells, roof access, mechanical rooms and other areas designated off limits to our residents (âControlled Areasâ) 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 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.
Coordinate and distribute lease renewal notices and track renewal process monthly.
Assist with accounts receivables by filing monthly suits and coordinating rental assistance submissions.
Assist with collection activities by sending delinquent notices and communicating with residents on payment status.
Coordinate resident events and prepare and distribute monthly newsletter.
Process all building payables in NEXUS and keep the Property Manager abreast of any delays to ensure timely payment of approved operating expense invoices within 30 days upon receipt thereof.
Use EBIX for vendors and the Yardi Renters Insurance interface to stay abreast ofcurrent vendor and tenant insurance list to ensure appropriate coverage is maintained by the residents and vendors at all of your properties.
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, by entering notices in yardi and preparing NTV acknowledgement notices to vacating residents. In addition coordinate 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.
Coordinate pest control process with the service manager to ensure pest control letters are sent out and pest control log is updated weekly.
Conduct monthly key audit and report findings to property manager for solution.
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 Federal, State and Local rent control or similar governmental agencies (as required) polices as well as Federal Fair Housing Act to avoid any discrimination or legal issues.