Property Management and Office Operations

Job Description

Job Description

About the Role:

Calabro Properties is looking for a motivated and organized individual to join our team in Cortland, NY in a Property Management and Office Operations role. This is a dynamic position where you'll play a key part in keeping our properties running smoothly while supporting the day-to-day operations of our office. If you thrive in a fast-paced environment and love wearing multiple hats, we want to hear from you!

Property Management & Office Operations Coordinator

Student Housing & Commercial Real Estate

Calabro Properties, a well-established company since 1983 is seeking a highly organized, dependable, and detail-oriented Property Management & Office Operations Coordinator to assist with the day-to-day management of our student housing and commercial real estate portfolio. This position requires someone who can manage multiple responsibilities at once, communicate professionally with tenants, students, parents, maintenance personnel, vendors, and management, and stay on top of important deadlines throughout the year. The ideal candidate is a strong communicator, learns quickly, is comfortable using technology and property management software, and has the ability to remain organized and professional in a fast-paced property management environment.

Student Housing Responsibilities

The position will play an important role throughout the entire student housing cycle, including leasing, move-in, ongoing tenant management, rent collection, and move-out.

Responsibilities include:

• Coordinate and conduct apartment and house showings for prospective tenants.
• Respond promptly and professionally to leasing inquiries from students and parents.
• Assist prospective tenants throughout the application and leasing process.
• Maintain organized records of available properties, signed leases, security deposits, rental payments, parking, and tenant information.
• Understand the college academic calendar, including semesters, financial aid timing, move-in dates, move-out dates, and student housing leasing cycles.
• Coordinate student move-ins and move-outs, including keys, inspections, tenant documentation, and communication.
• Ensure move-in condition reports and related documentation are properly completed and maintained.
• Coordinate maintenance requests and make sure requests are communicated to the appropriate maintenance staff or vendors.
• Follow up on maintenance requests to ensure work is completed and tenants are kept informed.
• Handle tenant lockouts and other time-sensitive property issues according to company procedures.
• Collect rent and other tenant charges and maintain accurate records of payments received, balances due, and outstanding accounts.
• Monitor delinquent accounts and communicate professionally with tenants regarding unpaid balances and payment deadlines.
• Maintain accurate documentation regarding tenant charges, damages, security deposits, keys, parking, and other property-related matters.
• Communicate with tenants regarding lease requirements, property rules, maintenance concerns, complaints, disputes, and other issues.
• Assist management with resolving tenant disputes and documenting important tenant communications.
• Help ensure properties are prepared for new tenants between lease periods.
• Coordinate with maintenance staff regarding repairs, turnovers, inspections, cleaning, and property readiness.

Commercial Real Estate Responsibilities

The position will also provide administrative and property management support for the company's commercial real estate portfolio.

Responsibilities may include:

• Maintain organized commercial tenant and lease files.
• Develop a working understanding of basic commercial lease terminology and requirements.
• Track lease commencement and expiration dates/Track lease renewal and option deadlines.
• Assist with preparing and tracking lease renewals, extensions, and amendments.
• Understand and track scheduled rent increases and other lease adjustments.
• Assist with Common Area Maintenance (CAM) records, reconciliations, and tenant charges.
• Maintain records relating to property taxes, insurance, utilities, maintenance, snow removal, landscaping, and other recoverable property expenses.
• Assist with tenant communications regarding rent, CAM charges, renewals, maintenance, and other lease-related matters.
• Coordinate commercial property maintenance requests with staff and outside vendors.
• Maintain calendars and reminders for important lease and property deadlines.
• Assist management with gathering information and documentation for leasing, renewals, tenant negotiations, and property operations.

Office & Administrative Responsibilities

• Maintain accurate and organized electronic and physical files.
• Answer telephone calls, emails, and tenant inquiries professionally.
• Keep calendars, schedules, tenant records, payment records, and property information current.
• Prioritize responsibilities and follow through on assignments without requiring constant supervision.
• Communicate important issues promptly to management and appropriate staff.
• Coordinate effectively between tenants, maintenance personnel, vendors, leasing staff, and management.
• Learn and effectively utilize the company's property management and office software.
• Work with online payment systems, leasing platforms, electronic documents, spreadsheets, email, and other web-based systems.
• Assist with general office operations as needed.

Required Skills & Qualifications

The successful candidate should possess:

• Able to meet deadlines for tasks along with strong organizational and time-management skills maintaining attention to detail with follow through and accuracy 
• Ability to manage multiple properties, tenants, deadlines, and responsibilities simultaneously
• Strong written and verbal communication skills/Professional and courteous customer service skills
• Ability to work independently and as part of a team/Ability to remain calm, professional, and productive under pressure
• Ability to handle difficult tenant conversations and disputes professionally/Ability to identify urgent matters and prioritize them appropriately
• Strong follow-through and accountability
• Ability to learn new procedures and systems quickly
• Comfort working with computers and online platforms
• Ability to maintain accurate financial and tenant records
• Ability to handle confidential tenant, lease, and business information appropriately

Technology & Software

Candidates should be comfortable using or willing to quickly learn:

• Property management software
• Online leasing and tenant portals/Electronic rent and payment systems
• Microsoft Word and Excel
• Email and calendar systems
• Electronic document storage and organization
• Online maintenance request systems
• Electronic lease and document-signing platforms

Previous experience with property management software is preferred but not required for a candidate who demonstrates strong computer skills and the ability to learn new systems quickly.

Preferred Experience

Experience in one or more of the following areas is beneficial:

• Student housing
• Residential property management/Commercial property management
• Leasing
• Real estate administration
• Rent collection or accounts receivable
• Office administration
• Customer service
• Commercial lease administration

Knowledge of commercial real estate concepts such as base rent, additional rent, CAM charges, lease renewals, options, annual rent increases, security deposits, and lease expiration dates is preferred. Candidates without direct commercial real estate experience should demonstrate the ability and willingness to learn these concepts quickly.

Key Characteristics for Succes

This position is best suited for someone who is:

Organized • Detail-Oriented • Reliable • Responsive • Professional • Tech-Savvy • Accountable • Personable • Resourceful • Able to Multitask

Property management is deadline-driven and frequently involves unexpected situations. The successful candidate must be able to shift priorities when necessary while ensuring that routine responsibilities, tenant communications, rent collection, leasing activities, and important deadlines do not fall through the cracks.

Above all, we are looking for someone who takes ownership of their responsibilities, communicates effectively, follows through, and understands that attention to detail is essential to successful property management.

Pay range and benefits will be discussed and is to be decided based on candidate experience upon interviewing.