Property Coordinator - Residential - The Durst Organization Inc.

Durst Profile:For over 100 years, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towers and residential buildings that set new standards in environmental responsibility and user efficiency. Our enduring relationships with our tenants and partners are critical to our success and have ensured the longevity of The Durst Organization.Our Mission Statement: We build, own, and operate many of the world’s most innovative and efficient buildings. We create value for our tenants and partners by developing sustainable residential and commercial properties in which people live, work, and thrive.Overview:

Provide administrative and operational support services to assist managers with the daily operations of the building (Via 57West) including, but not limited to staffing, financials, escalations, reinforcement of company culture, leasing/marketing activities, building regulatory compliance, resident satisfaction and asset protection. This role will require interaction with both residents and team members covering all facets of the department from development, leasing, resident services and operations.

 

Responsibilities:

Administrative/Financial

 

• Provide administrative support by monitoring Email, answering phones, and greeting walk-ins.
• Schedule team meetings and updates, manage meeting minutes, and file/contract documentation
• Audit of information maintained in key technology systems including but not limited to: MRI, Buildinglink, AWARE, Emsys, Amazon Lockers, Security Desk, Elevator and Screen management systems, Mailchimp, and Survey Gizmo.
• Coordinates resident move-ins/outs and ensures requirements of COI and HH are met
• Reviews and reconciles tenant rent and Common Area Maintenance (CAM) recovery charges.
• Promptly responds to tenant needs to resolve problems in compliance with contract obligations.
• Reconciliation of resident ledgers and final dispositions of resident accounts
• Management of billing, expense reports, allocated billings, account coding
• Oversee sub meter billing process to comply with required accommodations of billing plans, payment agreements, late payment procedures, complaint resolution, final termination
• Support budget, variance, P&L, ROI analysis and reporting process
• Coordinator for all legal matters: work directly with leasing, operations and legal contacts on projects including but not limited to investigation of incidents, lease violation notices, non-pay, nuisance, eviction and Airbnb matters.  Track building matters using Airtable to provide real time updates to pending matters.

• Annual notice distribution and management of responses for window guards, lead paint disclosures, and submeter annual notification of rights
• Serve as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants, and residents to prioritize and actively engage in environmental stewardship.

 

Operations

• Assist in management of residents onboarding and welcome process
• Assist with the creation of RFP, bidding, award and contract for service agreements and capital improvement projects.
• Review all existing service agreements and confirm the invoices are consistent with in force agreements and track receipt of all appropriate hard copies and digital files for service reports and inspections.
• Responsible for procuring, monitoring, and maintaining inventory of all purchases for building supplies and meeting budget requirements.
• Identify and create SOP, MOP, EAP and best practices for service and leasing teams, as required.
• Assist with reviewing approved vendors/contractors log for Certificates of insurance and Insurance Tracking utilizing ITS or similar platform.
• Serve as point person for escalated service complaints: address and diffuse matters where possible, escalate as required and follow up with all necessary parties to ensure the issue is resolved
• Audit of interior building and grounds for general aesthetic and consistency of marketing materials
• Work closely with manager to enhance resident experience through initiatives such as: attendance and facilitating resident events, service training, managing internal and partner promotions, unique touch points such as bark day, newborn and move in gifts
• Work closely with creation and execution of marketing and social media initiatives
• Meet with residents as a greeter in the lobby, check in calls, at events and through other means
• Work closely with maintenance and operations teams to ensure timely and appropriate apartment turn, work order prioritization, recurring building upkeep
• Work closely with manager to streamline interactions between leasing and maintenance divisions to ensure seamless transition for resident from prospect to move-in to resident and to move-out

 

Construction Acceptance

 

• Implement, monitor and drive the acceptance and punch-list and closeout of items from construction
• Manage TDO Day2 completion items including but not limited to apt comeback work, final clean/acceptance, Cantrio sink modification process.
• Promptly notify management team of schedule and performance issues and be proactive in anticipating potential problems
• Ensure total subcontractor compliance with TDO standards and requirements. Maintain a clean jobsite and communicate with appropriate members of the project team of repeat offenders
• Responsible for all coordination and scheduling, orders, inspects and verifies quality and quantity of materials and supplies
• Maintains a good cooperative relationship with construction manager, subcontractors, and suppliers
• Provide direction based on construction plans, specifications and knowledge in construction methods, materials and regulations.

 

Salary Range: $70,000 - $80,000

Qualifications:

• 2+ years administrative, office coordination or related professional experience preferably in real estate, hospitality or another client focused industry.
• 4 year degree from an accredited institution.
• 2+ years construction or project management experience in residential management or operations
• Knowledge of construction sequencing, materials and methods
• Strong project management skills, results-driven, adaptable with ability to manage multiple priorities and meet deadlines
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess high level of attention to detail
• Effective oral and written communication skills
• Maintains a professional demeanor 
• Conflict resolution and mediation skills
• Self-starter: Requires minimum supervision but knows when to seek advice
• Strong communicator:  Able to transmit concise directions to the design team including contractors
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint and Project

 

EEOC:The Durst Organization seeks to build a diverse and inclusive workplace and encourages candidates of all backgrounds to apply. We provide equal employment opportunities to all applicants without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, disability, veteran status or any other protected category under federal, state and local law.