Leasing Administrator

Overview

The Leasing Administrator is responsible for all aspects of the duties associated with the leasing of a residential portfolio of apartments located in Manhattan, as well as any and all other tasks, duties and responsibilities required for the satisfactory fulfillment of the position, in accordance with departmental and management needs. Applicants MUST HAVE a minimum of 2-3 Lease Administration experience in New York City.

This is not a remote or hybrid role.

Our client is a NYC based, privately held real estate investment and management company. They operate a portfolio consisting of residential buildings, retail, industrial, and office properties. Their portfolio includes in excess of 300 properties. They are one of the leading real estate owner/managers/developers in NYC and was founded over 60 years ago.

Vacancy List

• Responsible for the maintenance of the vacancy list that is distributed to outside brokers (3X weekly)
• Reviews and recommends pricing to V.P. for vacant apartments
• Ensures that a description of the apartment, number of bedrooms and bathrooms, amenities, square footage, etc. is included in the external comments of the vacancy list.

Owner Paid Commissions

• Distributes the list of buildings to affiliate brokerage firms (3X per week)
• Files hard copy of O.P. buildings, for future reference.
• Reviews, signs off on and distributes to Property Managers, for their approval, invoices received for owner paid commissions.

Application Processing

• Ensures that all required documentation is received and attached to the application
• Runs credit and housing court checks on all applicants
• Reviews all applications, calls and verifies employment
• Accepts or rejects applicants
• Enters all applications in to the application database
• Files, by month, all denied applications
• Sends legally required denial letter to those applicants that were rejected based upon credit or landlord tenant cases

Lease Signings

• Sets up appointments for lease signings and conducts all lease signings
• Prepares all lease packages, including riders
• Answers all questions pertaining to lease documents
• Answers questions pertaining to apartment and building
• Distributes contact information to new tenants
• Completes Leased Apartment Form which is distributed to Property Manager
• Calls Building Superintendent to inform them of leased apartment

Lease Processing

• Submits signed leases to V.P. for review
• Forwards all leases to Owner for signature
• Make copies of specific pages of lease and checks, which are distributed to Accounts Receivable, Residential Administrative Support Staff
• Informs Property Manager if window guards are required and/or a child under seven resides in apartment
• Files all lease package and application in tenant files
• Inputs all information for new tenants in to PMAS/Contacts, including but not limited to occupants, Social Security numbers, DOB numbers, telephone numbers, guarantor information, emergency contact information, etc.
• Maintains spreadsheet of new leases signed by year along with additional information

DHCR Forms

• Completes and files all RR1’s, and Initial Apartment Registrations, as required by law
• Sends appropriate copies to DHCR and Tenant via CMRRR
• Files copies of all forms
• Completes and files all High Rent Deregulation Forms
• Sends copies of form and Annual Rent Registration to Tenant via CMRRR
• Recommends to V.P. pricing for vacant apartments
• Reviews with V.P. pricing for fair market renewals

Application Fees

• Tracks all application fees received
• Submits application fees received via check or money order on a monthly basis, to Accounts Receivable Department
• Invoices, monthly, to brokers for all outstanding application fees

• Handles all inquiries from apartment seekers
• Handles all inquiries from brokers
• Maintains relationships with the broker community
• Shops new construction
• Provides comp reports for key buildings as required
• Maintains awareness of market trends
• Maintains awareness of pricing in comparable buildings
• Provide feedback to Property Management and V.P. on buildings, renovations, staff, etc.
• Develops and maintains strong working familiarity with and knowledge of the buildings, layouts, floor plans, etc. of the portfolio of NYC properties

• Minimum 2-3 years of related work experience, preferably in a real estate or property management firm
• Excellent general administrative and/or clerical capabilities (typing; filing; answering phones; dealing with outside and inside customers; etc.)
• BA or BS degree, preferably in Business Administration, Architecture, Real Estate Management, or a related field
• Strong communications skills (verbal & written)
• Highly developed organizational and prioritization skills
• Ability to function effectively in a high-pressure, deadline-oriented work environment

$75,000 - $130,000 depending on experience