The Residential Lease Administrator provides administrative support duties to the leasing and operations team. The job requires critical analytical skills, keen attention to detail, meticulous work, very strong organizational skills, and the ability to absorb and become proficient in company and all municipal residential leasing practices and procedures.

The Leasing Administrator is exposed to a high volume of confidential operational information and is in direct contact with people inside and outside the company who are critical to the success of the business. This position requires someone who understands the use of discretion, and can demonstrate a high level of integrity, diplomacy, and judgment.

• Perform administrative duties including significant data entry into Yardi, word processing, spreadsheet creation and management, memo preparation, and creation of various other collateral, advertisements or other materials as needed.
• Ensure all information is accurately entered into Yardi: prospects, renewals, condition of the apartment, updated contact information for residents, correct listing of all occupants,
• Receive, screen and respond to incoming tenant, applicant and other calls, record such calls, prioritize, provide alert messages accordingly and make sure they are responded to timely.
• Monitor upcoming lease expirations and coordinate with Residential Leasing Manager on renewal strategy unit-by-unit.
• Responsible for timely preparation of all applicable lease renewals, complete with all riders and other inserts, for specific lease types such as Fair Market and Rent Stabilized, double checks same for all information.
• Provide notices to upcoming expiring tenants in accordance with DHCR and all other applicable guidelines.
• Lead timely and accurate delivery of all necessary notices, messages to tenants and all other communication necessitated by any and all laws/regulations/building rules etc.
• Coordinate with tenants to obtain executed lease renewals, current COI’s, and other information management requires, enter same into Yardi and file it appropriately electronically and physically as required.
• Process new tenant applications, credit checks, and collect all necessary information and documentation from prospective applicants and enter all completely and correctly into Yardi.
• Facilitate successful lease signings with brokers and/or approved prospective tenants.
• Prepare, submit for execution, new vacancy leases and enter same into Yardi with precise and through detail.
• Review and prepare executed renewals for LL signature, record and file same.
• Conduct background and credit checks on applicants, enter same as required.
• Maintain electronic files for all tenant renewal information and documents and enter same into Yardi.
• Maintain accurate and thorough tenant and applicant information in accounting software database and update as needed.
• Maintain move-in/move-out schedule in accounting database.
• Communicate with tenants regarding renewals, increases and account balances.
• Send to AR Coordinator any rent, security deposit, pet deposit or miscellaneous fees received from tenants and make sure such charge is correctly entered into accounting system.
• Verify validity of insurance coverage including additional named insured language and make sure it meets corporate requirements.
• Prepare NYS DHCR Rent Registrations as well as all other necessary notices and other submissions.
• Communicate and coordinate with Residential team and superintendents regarding move-ins and move-outs and remind all parties of the rules for the same
• Create and submit for approval billing adjustments to correct billing issues, then re-enter same.
• Assist Leasing Manager in preparation of residential revenue budget, and quarterly reforecasts.
• Compile and provide monthly data to Asset Management, as requested.
• Communicate with Legal Services regarding tenant lease renewal issues, holdovers and non-payments in real time, and confirm information is in MRI.
• Communicate with outside agencies such as HRA, NYCHA, HPD and others regarding tenant subsidies and outstanding balances.
• Upload all renewals and any tenant information in data storage program (Box) as advised
• Coordinate the signature of legal documents with the Head of Residential and/or CO as appropriate.
• Other duties as assigned.

• Must be able to follow direction, organize and interpret data.
• Able to accomplish tasks often within strict time limitations, without drama or negativity.
• Work independently as well as within a team environment.
• Must be able to multi-task, have a positive attitude, and a great work ethic.
• Strong organizational, problem solving and analytical skills, able to manage priorities and workflow.
• Must be able to work evenings and weekends if needed.
• This position requires 3 years related experience in an executive support function within a fast-paced environment, dealing with diverse issues, and managing multiple priorities.
• Knowlege of rent stabilization laws required.
• Must be extremely organized and motivated, provide attention to detail, and possess strong verbal, written, and computer skills.
• Familiarity with SiteCompli a plus along with NYC agency systems like DOB and HPD.
• High proficiency in Excel, Word, and Outlook and extensive DocuSign knowledge.
• Working knowledge of Yardi Voyager, specifically Residential module required. RentCafe experience a plus.