COORDINATOR – OFFICE LEASING & COLLECTIONS

Our client, a well known residential, commercial and retail property business for over 50 years is looking to fill the following role of DC COORDINATOR – OFFICE LEASING & COLLECTIONS

ESSENTIAL DUTIES AND RESPONSIBILITIES:

LEASING

• Responsible for commercial lease administrative duties (e.g. abstraction of new leases and amendments, enter them in MRI, confirm charges such as rent, rent-step ups, water/sewer/condenser water charges, security deposit, etc.).

• Audit Tenant files on regular basis for lease compliance, coordinate tenant move in/move out, obtain necessary documents such as Lease Commencement/Rent Commencement Date Certificates,

• Maintain and update notice provision spreadsheet.

• Coordinate and arrange the collection of Certificate of Insurance (COI’s) from commercial tenants.

• Track gross sales for retail and parking clients, distribute report quarterly.

• Prepare monthly garage audits for parking clients.

• Reconcile guard hours invoices.

• Prepare Tenant Reimbursement (TI) packages for payment, confirm packages are correct according to the leases, maintain TI tracking spreadsheet.

• Prepare new legal forms for Landlord Tenants matters and approve invoices in Serengeti (as needed).

• Process leasing invoices and maintain contract payments (commissions, architect fees, consulting services, renovations, building improvements).

COLLECTIONS

• Monitor collections, past due accounts.

• Prepare and distribute monthly arrears report.

• Calculate late fees.

• Research and resolve disputed account issues with Tenants

• Prepare monthly Tenant bill backs spreadsheet (electric, water and tenant work orders etc.).

• Prepare default letters and discrepancy letters, as needed.

OFFICE ADMINISTRATION

• Angus System – Create Id’s for Angus Users, set up usernames and passwords.

• Assign Tenant requests from Angus to appropriate Engineers/Property Manager.

• Datawatch Card – issue/activate/deactive Datawatch cards for Tenants.

• Process request from Tenant for scheduling of the Conference rooms, email Datawatch, Kastle to unlock the conference rooms (1090,2121 1156, 1620, & 1101).

• Update and maintain Tenants EIN spreadsheet.

• Prepare preapprovals for Property Managers.

• Maintain and update schedule for capital projects.

• Order suite signage and directory strips, as needed.

• Prepare vendor termination notices, as needed.

• Tenant Portal – Help Tenants setup their accounts, update and monitor the portal.

• Maintain hard copy & electronic files– including filing, scanning, creating new files.

• Help with yearly Budget inputs.

• Work on special projects directed by Property Managers.

REQUIREMENTS:

• Bachelor’s degree in real estate, finance, or related field of study

• Detail oriented

• Efficient with time management

• Efficient with multitasking

• Excellent customer service skills

• Desire to learn  

COMPUTER SOFTWARE PROFICIENCY:

• Microsoft Office (including Word, Excel, etc.)

• Adobe Acrobat

• Knowledge of MRI, is a plus but is not required