Leasing Administrator

Description

Job Overview

FirstService Residential is seeking a career-minded professional to join our team as an Affordable Housing Administrator supporting affordable housing communities throughout New York City. This role supports compliance, resident relations, lease administration, and property operations.

Responsibilities include (but are not limited to):

Opening and Receiving Mail
Open all incoming mail and date stamps accordingly.
Organize checks and paperwork by stapling them together for easy processing.
File mail appropriately, segregating renewals and new leases, and matching standalone checks to pending renewals.
Document Management
Maintain a continuous supply of essential forms by making copies as needed, including Window Guards, Sprinkler System, Lead Paint, property & Tenant contact form, Stove knobs notice, allergen Hazard, DHCR riders, Local law notices and pamphlets, flood rider, misc. & etc.
Scan and upload executed new vacancy leases and renewals into Connect & Yardi, labeling documents by building and unit number.
Upload manual On-Site renewals to On-site platform and ensure that tenant information regarding renewal choice is accurate.
Label executed leases & renewals by (Last Name & Renewal Year) for easy identification and filing.
Preparing manual renewals offers for mailing
Create labels with tenant name, address, unit number, and STAB/DEREG MM/YY.
Create proof of mailing sheets.
Review the renewals and additional riders.
Attach necessary forms and pamphlets according to regulations and lineup requirements.
Add to envelopes
Ensure all approvals were received via the Smartsheet prior to placing in the mail.
Scan and save monthly agent's review reports, approvals, and certified documents into the leasing administrator Sharepoint folder for easy access.
Load all lease renewals office copies in Connect under the Association Document tab, organizing them by unit and creating folders for the month by building.
Mailing fully Executed Leases, Renewals and Follow-up notices
Ensure all forms are signed before mailing out executed leases & renewals, and follow-up notices.
Prepare countersigned renewal letters
Scan and upload office copy and lease application into Connect and Yardi, naming files appropriately.
Deliver office copies of only NEW leases to corresponding managers for filing.
Manage second, final, and expired follow-up notices via On-Site, and/or Quadient or Regular mail as needed.
Delivering Renewals and Vacancy Leases for Final Signature
- Distribute renewals and new leases requiring signatures to assigned staff weekly for prompt processing.
Email Correspondence and Miscellaneous Tasks
Handle various email correspondences from residents, property managers, and assistant property managers.
Process renewals, follow up on new leases, and assist in locating proof of mailing and necessary documents.
Make Zendesk tickets for pending renewals that require additional tenant information or need to be corrected.
Assist with the transitions-out process for buildings we no longer manage by compiling past renewals, association documents, and proof of mailing.
Assist the team with monthly assigned tasks to ensure smooth operations.
Complete a yearly organization of filing cabinet, or “purging,” to ensure that relevant renewals are kept in correct order (by expiration year and unit #).

Skills & Qualifications

One to two years' administrative experience.

Must be extremely organized, consistent, and flexible and adaptable to change.

Must have superior verbal and written communications skills and proven customer service exposure.

Proven leadership and teamwork skills and attributes.

Ability to manage multiple priorities in a fast-paced environment.

Proficiency in Microsoft Office (Word, Excel, Outlook).

Familiarity with leasing platforms such as Yardi, MDS, and On-Site is preferred.