Collections Specialist

Responsibilities

• Responsible for all aspects of rent collection & Landlord / tenant relations.
• Maintains resident ledgers, monitors delinquency reports, and uncollectible rent/other income reports.
• Coaches site team members on rent collection techniques, resident communication, and reporting.
• Works with Financial Managers to create and implement rent collection programs.
• Acts as a liaison between landlord and outside legal counsel.
• Assists with filing and following up on legal matters such as evictions and non-compliance.

Responsible for

• Issue letters and call residents regarding arrears before referring to Legal Counsel.
• Respond to resident inquiries regarding case status and ledger matters.
• Liaise with Accounting Staff regarding ledger matters.
• Analyze resident ledgers for accuracy and make adjustments as needed.
• Research and resolve payment discrepancies and resident queries.
• Track and enforce payment plans and consents.
• Prepare and deliver resident communication to encourage timely payment of charges and facilitate collection of delinquent accounts.
• Oversee and participate in the preparation of a “new resident” orientation program.
• Oversee and participate in resident meetings to review account balances, rent court status, delinquency history, and any related topics.
• Monitor Delinquency Memos as a tool to oversee the collection process on multiple sites and enter memos when necessary.
• Timely file failure to pay rent complaints and warrants of restitution with the court and schedule evictions with Sheriff or Constable's office.

Landlord Tenant Functions

• Ensure landlord tenant cases are moving forward with court timelines.
• Confirm with Management cases to move forward with law firms for non-payment cases/holdovers.
• Work with Construction Management to gather documentation to commence non-payment and holdover cases.
• Ensure all affidavits are executed by the appropriate parties and sent to outside counsel.
• Review monthly attorney bills for any discrepancies, account reviews, and validations of charges.
• Upload court stipulations and update tenant records/files on Yardi.
• Update court dispositions on Yardi with any relevant court dates.
• Track warrants and evictions and update tenant records/files on Yardi.

Other Related Duties

• Gather and provide all necessary documents for DHCR (Division of Housing and Community Renewal) complaints/cases required by outside counsel.
• Update shared DHCR files, court documents, and correspondence to Yardi.
• Maintain accurate reports of DHCR cases.
• Update reporting on legal cases in Yardi.
• Maintain monthly reports on all outstanding severed rents and fees.
• Run monthly arrears reports for new rent demands.
• Update tenant’s status on Yardi.
• Prepare other reports as needed.

Documentation for Access and Repair Issues

• Update Construction Management with repair requests and access dates required by court stipulations.
• Form Notices and Form Agreements:
• Send out initial notices for non-payment (5-day notices), as needed.
• Aid Construction Management and Administrative Management with standard notices for lease violations.
• Prepare payment agreements.
• Prepare riders and early termination agreements with appropriate review by counsel.
• Prepare concession agreements with appropriate review by counsel and guidance from Construction Management, Administrative Management.
• Prepare surrender agreements for move out inspections.
• Prepare other agreements, correspondence as needed.

Qualifications

• Minimum 3 years of experience in legal administration.
• Knowledge of the NYC residential market.
• Knowledge of NYC landlord laws.
• Proficient in Microsoft Office Suite.
• Strong written and verbal communication skills.
• Great customer service skills.
• Able to learn and work with property management applications.
• Quick learner and great attitude.
• Able to effectively present information and respond to questions from management, vendors, and associates.
• Able to work collaboratively in a dynamic environment where adaptability is imperative.
• Strong written and oral skills.
• Accurate with a strong attention to detail.
• Proficient in Microsoft Office Suite.

Benefits

• Generous employer contribution for Medical Insurance through Meritain Health.
• Employer-paid Vision Plans.
• Company-matched 401(k) Retirement Plan: 100% of the first 3%; 50% of the next 2%.
• 12+ paid holidays.
• 15 days of PTO.
• 7 sick days.
• Employer-paid life insurance.
• Flexible Spending Account.
• Nationwide pet insurance.
• Disability insurance.
• Laser correction discount.
• Employee discounts on appliances, apparel, and more.

Compensation

Exact compensation may vary based on skills, experience, and location. Salary Range: $75,000 - $85,000 USD.

Diversity Statement

Diversity in backgrounds and experiences is key to Fairstead’s success. Being an equal opportunity employer is a central tenet of our philosophy that shapes who we are and the communities we serve. Our goal is to ensure competitive total compensation that is commensurate with experience, location, and other market benchmarks. For information about how we use your personal information, including information submitted for career opportunities, please review our Privacy Policy at https://fairstead.com/privacy-policy/.