The Condominium Coordinator is responsible, under the direction of the Condominium Property 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. The Condominium Coordinator must fulfill all tasks as described in the job description and be responsive to the Regional Manager, Vice President, the Vice President of Compliance, and other executives and officers of Related Management Co., L.P.

Location: Flushing, NY (Queens)

DUTIES AND RESPONSIBILITIES:

The tasks in the Condominium Coordinator’s areas of responsibility include, but are not limited to the following:

• Accounts Receivable
• Accounts Payable
• General Office Administration
• Owner Relations.
• Owner Resale requests, Owner Refinancing Requests, Owner Alteration Requests.
• Administrative Support to Region IX sites, as needed.

Accounts Receivable

• 
  Collects cash receipts (check/money orders only) and maintains accurate up-to-date cash receipts posting on Yardi/RealPage.
• Processes regular, timely deposits.
• Assures accurate tenant billing in the Yardi/RealPage system through proper processing of recurrent and non-recurrent charges. Make appropriate billing adjustments according to RMC's Yardi/RealPage procedures.
• Reviews and confirms accuracy for all A/R monthly reports, including: Delinquency, Rent Roll and GPR reports.
• Creates monthly open items report according to Regional Procedures.
• Assists with preparing abstracts of new Commercial Leases that will be approved by Regional Office. Assures that commercial rent escalations are properly implemented.
• Assists with follow up for all legal cases with attorneys. If necessary, appears for court appearances and seeks approval for all stipulations with Condominium Property Manager and Senior District Manager.

Accounts Payable

• 
  Establishes and maintains good vendor relations and accounts in cooperation with the Resident Manager.
• Processes vendor invoices for timely payment according to RMC operational procedures including petty cash and postage.
• Maintains up-to-date vendor files on site.
• Maintains accurate petty cash accounting system and keep adequate funds on hand according to RMC’s operational procedures.
• Maintains the Accounts Payable system by forwarding all properly coded invoices on a timely basis to the Accounts Payable Department.
• Ensures that the Senior District Manager, prior to purchase or financial obligation, has approved all expenditures over the staff limit.

General Office Administration

• 
  Establishes and maintains regular daily office hours, as directed by the regional office.
• 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.
• Signs and adheres to RMC software licensing procedures. Properly secures all software discs and manuals.
• Tracks and pursues any unauthorized pets or violations by authorized pets.
• Special projects as assigned.

Owner Relations

• 
  Serves as a liaison between the owners and Board of Managers to foster a good relationship.
• Handles all owner complaints expeditiously, diplomatically and professionally follow up promptly on all issues.
• Reviews work-order records and communicates with the Resident Manager on work-order status in order to respond to tenant inquiries.
• Confirms exterminating schedules with Resident Manager and keeps tenants informed of dates of service.
• Manages health club staff and services and act as liaison to members, when applicable.

Owner Resale requests, Owner Refinancing Requests, Owner Alteration Requests

• 
  Processes owner resale, rental and refinancing requests in a timely manner in accordance with Board requirements.
• Processes, reviews and coordinates owner alteration requests in conjunction with Board appointed Engineer and present to Board for review and approval.
• Upon Board approval, tracks and enforces all provisions of the alteration agreement, including but not limited to, Owner Charge backs (damage to common areas, staff charges, elevator operator, pest control), and adherence to design plan.

Benefits:

• Personalized Health Care: Multiple medical, dental, and vision plan options; Employee Assistance Program
• Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave & disability programs
• Social Wellness: 19+ days of PTO; mental health counseling & resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
• Career Development: Learning & training programs; tuition & certification reimbursement; internal advancement opportunities

• Five (5) years of administrative or clerical experience, the majority of which must have included organization, coordination and performance of duties at a responsible level.
• 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. (Fluency in Mandarin is a PLUS)
• 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

• Position is based in New York.
• The Condominium Coordinator may also be responsible to carry out his/her duties in an engineering office environment and perform duties for one or more individuals beyond the Condominium Manager.
• The typical workweek is 40 hours.
• The position is subject to mandatory overtime.
• The majority of the day will be spent using computers and other office equipment

Related is an Equal Opportunity Employer

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