Office Manager

Office Manager

Real Estate | New York, NY

About the Role

A New York City property management firm is seeking an organized, detail-oriented Office Manager to support daily office operations, tenant relations, lease administration, billing, and property compliance. The ideal candidate is proficient in MDS or Yardi and brings strong knowledge of applicable real estate laws and compliance requirements.

Responsibilities

• Oversee day-to-day office support, assist staff with operational issues, order supplies, and coordinate mail distribution.
• Collaborate with tenants seeking to sublet their units and coordinate related documentation and follow-up.
• Prepare semiannual real estate tax billings through MDS for professional and commercial tenants and print tax letters for inclusion with rent bills.
• Prepare lease extensions and amendments for professional and commercial leases; enter information, sign as authorized, scan, process, and maintain organized files.
• Process account adjustments and credits through charges or cash receipts as requested by the property management team.
• Complete annual property registrations for applicable properties through NYC’s Multiple Dwelling Registration process and prepare paperwork to obtain certified copies.
• Upload lockbox files to PayLease/Zego, assist tenants with payment-related issues, and submit support tickets on their behalf when needed.
• Manage lease signatures through PandaDoc, including resending expired documents and assisting tenants with completion.
• Sign as authorized, scan, process, and file vacancy and renewal leases; prepare vacancy and lease expiration reports.
• Respond to fire safety correspondence and coordinate with property managers and superintendents to arrange inspections for units with outstanding responses.
• Coordinate biweekly arrears reporting and fair-market renewal reports; support rental activity, vacancy lease preparation, renewal increases, and communication with tenants and superintendents.

Requirements:

• Proficiency in MDS or Yardi is required.
• Strong working knowledge of all applicable New York City and New York State real estate laws, regulations, and property management compliance requirements.
• Experience supporting property management operations, lease administration, tenant relations, and billing.
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities and filing deadlines.
• Strong written and verbal communication skills and a professional, service-oriented approach.
• Ability to handle confidential tenant, lease, and financial information with discretion.