PROPERTY RELATIONS ASSOCIATE

Job Description

Job Description

FUNCTION:

Responsible for a 60/40 split of capacity and coordination of functions between Property Relations and Customer Service that support the overall Kendrick Property Management (KPM) office team. Functions include but are not limited to handling front office reception, telephone communication skills, administration duties, including the ability to deal with urgent matters relating to property management. Daily greeting of customers, answering phones, responding to emails, handling company inquiries, and sorting and distributing mail. Provides direct oversite & relations to specific associations that include coordination of Trustee and Owners meeting, confirmation of required filings and reporting maintenance issues. Maintains daily filing, notifies maintenance team regarding maintenance requests. Assists with the scanning of monthly financials, distributes keys & parking passes.

DUTIES:

1. PROPERTY RELATIONS

• Daily communication with Board of Directors, Owners & Vendors as needed.
• Understanding of an Associations Governing documents including the Rules & Regulations.
• Process Bank questionnaires, 6D’s, Election of Trustees & other required documents for compliance with governing documents, State & local governments.
• Coordinate & implement the handling of annual owner’s meetings and trustee’s meetings. Attend trustee & owner’s meetings as requested.
• Tracking owners who are delinquent & filing the necessary documents. Communication with legal, owners & board regarding legal actions.

2. CUSTOMER SERVICE

• Meeting and greeting customers in a professional and positive manner.
• Answer phones, screen for sales calls and route calls to the appropriate person.
• Respond to all KPM emails or route to the appropriate person.
• Notify the maintenance team of all maintenance requests and call them immediately for all emergencies.
• Answer general inquiries about company.
• Send email notifications to tenants regarding upcoming events requiring access to their unit
• • Maintenance
  • Showings to prospective tenants
• Ensure reception area is always tidy.
• Coordinate mail flow in and out of office.
• Open, stamp & distribute all new mail.
• Hand out prospective tenant applications and gather necessary documents for completing background checks.
• Record rent checks for walk-in tenants into TM and provide\offer receipt.
• Validate & issue parking passes for specific properties.
• Perform daily CR filing, shredding of confidential documents and other clerical duties to support the office.
• Update KPM appointment calendar.

3. SUPPORT SERVICES\OTHER - Provides a variety of key functions to support the daily operations of the office.

• Mid-month functions –
• • Fold, address & mail or email all condo invoices to owners.
• Record daily rent & condo fee payments.
• Scan financial packages as needed.
• Maintain the Rental & Condo Spec sheet as new information becomes available.
• Load Association documents to the website.
• Develops a general understanding of each property based on the property spec sheet and written leases to be able to communicate information regarding property inquiries.
• Supports the maintenance of central documents.
• Schedule meetings for lease signings, apartment showings and other events as needed.
• Oversees the general maintenance of the office which includes but not limited to the removal of recycling, trash and periodically wiping down the front office area.
• Documents Police reports by emailing the report to tenants (& guarantors) and if necessary, scheduling inspection. File documents in tenant’s lease folder.
• Completes special projects, duties and reports as requested by management.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

Knowledge/Skills/Experience Requirements:

• Excellent verbal and communication skills
• Moderate organizational skills
• Ability to meet deadlines & problem solve in a calm manner
• General software knowledge & comfortable use of Microsoft Office, Word & Excel.
• Experience using Web based software and searching for information.
• Ability to maintain a high level of confidentiality and sensitivity relating to tenant and owner information.
• General knowledge of real estate rules & regulations regarding tenancies is a plus but can be learned on the job.

Educational Requirements:

• Associate Degree or equivalent experience

Physical Demands/Conditions Requirements:

• Ability to see and speak
• Ability to walk and move
• Ability to sit continuously.
• Ability to lift 10 -15 pounds periodically
• Ability to pick, count, pack
• Repetitive hand, wrist and arm motions

Equipment Used:

• Telephone
• Microsoft Office Suite
• Property Management Online Portal
• Personal computer
• Copier
• Scanner
• General office equipment

Principle Contacts:

• Communicates with Customers, Owners of the properties & Tenants.
• Interacts and works closely with other members of the KPM staff.
• Outside contacts with vendors and local town officials.

Requirements are representative of minimum levels of knowledge, skill and ability. To perform this job successfully, the incumbent will possess the abilities or aptitude to perform each duty proficiently.

Company Description

Kendrick Property Management (KPM), situated in the heart of the Pioneer Valley in Hadley, Massachusetts, extends its professional services to Franklin, Hampshire, and Hampden County. With a focal presence in Northampton and Amherst, the majority of our managed properties are strategically located in these vibrant communities.

Specializing in the management of condominium complexes and multi-family properties, KPM is dedicated to providing comprehensive services that encompass management, maintenance, administrative, and financial facets. Our experienced team ensures the seamless operation and optimal performance of the properties under our care. Trust Kendrick Property Management for a tailored and professional approach to property management in the Pioneer Valley region.

Company Description

Kendrick Property Management (KPM), situated in the heart of the Pioneer Valley in Hadley, Massachusetts, extends its professional services to Franklin, Hampshire, and Hampden County. With a focal presence in Northampton and Amherst, the majority of our managed properties are strategically located in these vibrant communities.\r\n\r\nSpecializing in the management of condominium complexes and multi-family properties, KPM is dedicated to providing comprehensive services that encompass management, maintenance, administrative, and financial facets. Our experienced team ensures the seamless operation and optimal performance of the properties under our care. Trust Kendrick Property Management for a tailored and professional approach to property management in the Pioneer Valley region.