Real Estate Coordinator

Tenant Billing Duties
• Support accounting department in monthly billing processes including the following:
• Rent Roll Review: Audit, review of monthly rent roll process and sending PDF tenant statements on the 20th of the month. Process includes exporting current and prior month charges into Excel comparing for discrepancies and emailing statements out through the Communications module within AppFolio.
• Passthrough Review: Review monthly expenses posting to passthrough (6100 accounts) and ensure that charges are posted to tenant ledgers and invoices sent to tenants with supporting documentation.
• Coordinate with Controller on any intercompany pass throughs billed from Management Company to Tenants.
• Receivables Collection: Review delinquency on the 6th and 10th of the month and email, text, and/or call all delinquent tenants. Follow-up with delinquent tenants each day until balance is paid.

Compliance Duties
• Ensure completion and closeout of all broker checklists and move-in procedures.
• Lease abstracts for all new and extended leases to be completed in accordance with IWCRE lease abstract procedures.
• Track and ensure that Lease Commencement Letters are sent out to tenants, returned by tenants, and saved to the lease folder.
• Manage tenant and vendor COIs in AppFolio property management software. Reach out directly to vendors and tenants.

Work Order and Inspection Coordination
• Daily maintenance and update of the Maintenance Module in AppFolio.
• Manage AppFolio Work Order System. Ensure that all work orders are entered into the system and assigned to a property management team member. Monitor Centratel calls. Provide tenant a notification that work order has been opened and/or assigned. After 24 hours, follow up with Property Manager on whether a vendor is assigned. After 48 hours, provide an update to tenant if tenant has not been notified already by property manager. Transition longer lead time work orders into Projects System and maintenance regular weekly updates with Property Manager on progress.
• Ensure all work orders and projects are adequately completed and closed out. Any pictures from the project should be uploaded to the property photos in SharePoint and filed by date.
• Manage weekly Property Inspection reporting. Coordinator will affirm from Property Management Team which property inspection will be conducted that week. The standard inspection form and spec sheet will be filled out and forwarded to the Coordinator with photos. Coordinator will compile inspection into a PDF document and upload it to Inspections in AppFolio’s Maintenance Module. All photos are also uploaded to property files in SharePoint and saved under the photos section by date.

Administrative Assistance to Controller
• Payment Backup Support: Save payment report to SharePoint for each payment made with AvidXChange.
• Credit Card Reconciliation Support: Receive scanned copies of credit card statements, reach out to card holders to gain proper support. Assemble PDF document containing monthly credit card statement and receipts for all expenses.
• Record all expense benchmarks forwarded by team members into data warehouse. Update IWCRE benchmarks at the beginning of the year when estimates are complete.

Miscellaneous tasks as assigned.

Software Used
• Microsoft Office (Excel, One Note, Word, Teams, Outlook, Planner, etc.) – cloud-based
• Microsoft SharePoint – cloud-based server
• AppFolio – cloud-based – used for CRM, property maintenance coordination, and accounting
• AvidXChange – cloud-based – used for invoice review and payment processing
• Adobe Acrobat – desktop-based – used for editing and signing PDFs