Urban Office Space (UOS) & Leasing Coordinator Job Description
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1 NYO Property Group Job Description Analysis August 6, 2015 Urban Office Space (UOS) & Leasing Coordinator Job Description GENERAL Organization: Background: Mission: Title: Work Schedule: Compensation: Website: NYO Property Group The NYO Property Group (NYOPG) is a multifaceted real estate development group launched in 2012 in partnership with local developer, Dominic J. Marchionda, and the Brooklyn, NY based group Pan-Bros Associates. This partnership was established in effort to acquire, stabilize, and redevelop the historic building stock in the Downtown Youngstown and campus district. The NYO Property Group is committed to bring these buildings back to life, where people invest time, money and energy into the street life of the Downtown & Campus District. NYO Property Group understands that a successful rebound for Youngstown, Ohio will require multiple layers of collaboration on a local, state and even federal level. UOS and Leasing Coordinator Approximately 32 hours per week Some weekends and evenings required Competitive Salary and Benefits/Incentives Telephone:
2 *Interested applicants should inquiries to: Under the general supervision of the Property Manager, the UOS and Leasing Coordinator will coordinate and manage responsibilities related to maintaining urban office services, answering phones, scheduling for tenants and NYO staff, digital and traditional record management of internal office documents, personnel policies, IT coordination, office efficiency, urban office supply management, assist on NYO office supply management, marketing coordination with Creative Marketing Director, community outreach and scheduling, supervise security staff, cleaning staff and any administrative interns. SKILLS/QUALIFICATIONS 1. Minimum of Associates Degree or more than five years experience in a related position. Bachelor s degree preferred. 2. Minimum of four references, with no more than one being a personal reference. 3. Superior office organization skills (scan, hard and electronic filing system management, copies, mailings, supply inventory and ordering. 4. Strong ability to use Google G-mail and G-Calendar. 5. Proficient skill in Microsoft office (Word, Excel and Power point). 6. Strong ability to articulate professional correspondence via letters and s. 7. Excellent grammar and revisions/proofreading skills. 8. Valid driver s license and own transportation (mileage reimbursement for on the job personal vehicle use will be provided). 9. Ability to obtain notary. 10. Effective financial management skills. 11. Excellent skills in meeting management and preparation (agendas, memos, roll call, meeting minutes). 12. Ability to manage multiple projects/workloads simultaneously and prioritize effectively. 13. Basic Graphic Design skills (flyer creation). Knowledge or skills in Adobe Creative Suite are preferred. 14. Basic understanding of IT services and ability to professionally communicate any issues to NYO Office manager or associated contractor 15. Excellent communication skills. 16. High level of professional ethics. 17. Ability to effectively communicate the organization s mission and vision. 18. Ability to work independently of and in collaboration with other staff of the organization and partners.
3 19. Occasional willingness to seek and attend professional development opportunities such as conferences, seminars, training. Office Staff Support RESPONSIBILITIES Provide scheduling, filing and other specific organizational support to all full-time employees and assist in supervision of and direction for crews of maintenance employees, cleaning staff, security supervisor, landscaping and snow removal contractors, resident assistants and interns. 1. Answer all office phone calls and direct them to the appropriate staff member. 2. Keep staff calendars updated. 3. Involve crew members and aforementioned employees in all project tasks, providing an educational environment while focusing on effective task completion. 4. Assist with the organization and execution of NYO staff and resident/tenant events. 5. Demonstrate a solid work ethic, with a focus on quality results and efficient operations. 6. Provide a welcoming office atmosphere for tenants, employees, clients and visitors. 7. Demonstrate good conflict management skills, helping staff work together as a team. 8. Ensure that proper safety procedures are followed during every task, every day. 9. Consistently update internal office documents and templates to reflect accurate contact information, etc. 10. Consistently update NYO documents related to leasing and personnel policies. UOS Record Keeping and Management: 1. Co-manage all record keeping with bookkeeper and ownership--including: timesheets, staff schedules, rent payments, collections, up-to-date rent rolls, waiting lists for all properties, financial reporting, pending invoices, mailings, fundraiser events. 2. Summarize weekly tenant meetings and requests to be circulated amongst all NYO personnel each Monday by 4:00 p.m. 3. Keep all required records in good order. Maintain and complete expense reports and timesheets as directed. 4. Communicate daily with office staff to ensure good project coordination and
4 resolve project difficulties early. Ask questions and participate as a member of the NYO team. 5. Submit weekly staff reports to be turned into Property Manager and Creative and Marketing Director every Monday morning during weekly staff meeting, reflecting work plan for prior weeks and develop work plan for individual anticipated projects. Property Management 1. Assist property manager with scheduling and coordination of daily property management responsibilities, including but not limited to: o Leasing o Property Tours / Scheduling and Touring of available spaces o **Occasional weekend availability o Market Urban Office space and cross promote other residential and commercial space in the NYO portfolio o Attend strategic community events to market properties, space, NYO services o Towing of illegal parkers o Assure Trash Removal o Assure Cleaning of spaces o Fill out walk-through forms / property conditions reports during tours, etc. o Mail Delivery (Package delivery) o Key distribution and replacement/maintenance o Collection of funds from vending and laundry stations o Proper inspection of furnace filters o Periodic walkthroughs exterior/interior condition o Assure snow and Leaf removal o Property perimeter trash cleanliness o Internet issues o Pest Control o Annual inspections (Fire extinguishers, Back flow, Fire systems, etc) o Carpet cleaning o Move out inspections/walk-throughs o Routine walkthroughs or inspections o Tenant complaint reporting o Rent check collection, follow up and reporting o Keep key system organized and current 2. Keep track of tools and equipment and perform basic maintenance tasks, such as battery changes, filters, light bulbs, key system
5 3. Supervise resident move in and move out policies and guidelines 4. Show initiative in determining and reporting tasks that need addressed as they relate to NYO administration, staff, operations and property management. Community Relations 1. Communicate daily with Property Manage, Bookkeeping, Maintenance staff, cleaning staff 2. Communicate regularly with existing tenants. 3. Communicate regularly with prospective tenants. 4. Communicate regularly partnerships such as, YBI, YSU, downtown restaurants, other property owners and property managers, City Economic Development Office, Mill Creek Metroparks, Covelli Convention Center, local theatres and institutes. 5. Continually update list of potential partners. To apply, please send cover letter and resume via . Only send hard copy resume and cover letter if you cannot access a personal computer. NYO Property Group 11 Central Square Suite 300 Youngstown, Ohio Equal Opportunity Employer
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