Responsible for all aspects of rent collection & Landlord/tenant relations. Monitors resident ledgers, delinquency reports, uncollectible rent, and uncollectible other income reports. Provides coaching to site team members for rent collection techniques, resident communication, and reporting. Works directly with Financial Managers to create and implement rent collection programs aimed at meeting and exceeding rent collection and uncollectible rent/uncollectible other income goals. Acts as a liaison between landlord and outside legal counsels. Assist with filing and following up on all legal matters (evictions, non-compliance, etc. 

RESPONSIBILITIES: 

• Resident Inquiries and Financial Matters 
• Issue letters and call residents regarding arrears before referring them to LLT Counsel. 
• Respond to resident inquiries regarding case status and ledger matters. 
• Liaise with Accounting Staff regarding ledger matters. 
• Analyze resident ledgers for accuracy and suggest and adjust as needed. 
• Research and resolve payment discrepancies/resident’s queries as needed. 
• Track and enforce payment plans and consents. 
• Responsible for overseeing the preparation and delivery of resident communication to encourage timely payment of charges due and facilitate the collection of delinquent accounts. 
• Establish, oversee, and participate in the implementation of a “new resident” orientation program for all assigned properties, with the objective of setting clear expectations regarding the lease requirements as they relate to payment of rent. 
• Oversee and participate in resident meetings to review account balances, rent court status, delinquency history, and any topics related to their ability to meet the financial obligations of their lease agreement. 
• Monitors Delinquency Memos as a tool to oversee the collection process on multiple sites and enter memos when directly acting on a specific resident account.  
• Responsible for the timely filing of failure to pay rent complaint and warrant of restitution with the court and scheduling the eviction with the Sheriff or Constable’s office. 

Landlord Tenant functions 

• Ensure landlord-tenant cases are moving forward with the court timeline.  
• Confirm with management cases to move forward with law firms for nonpayment cases/holdovers. 
• Work with CM to gather documentation to commence nonpayment and holdover cases. 
• Ensure all affidavits are executed by the appropriate parties and sent to outside counsel. 
• Review monthly attorney bills for any discrepancies, as well as account reviews and validation of charges. 
• Upload court stipulations and update tenant records/files on Yardi. 
• Update court disposition on Yardi with any relevant court dates. 
• Track warrants and evictions and update tenant records/files on Yardi. 
• Other related duties, as needed. 

DHCR 

• 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. 

Reporting 

• Maintain accurate reports of DHCR cases. 
• Update reporting on legal cases in Yardi. 
• Maintain monthly report 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 CM with repair requests and access dates required by court stipulations. 

Form Notices and Form Agreements 

• Send out initial notices for nonpayment (5-day notices), as needed. 
• Assist CMs and ACMs 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 CM, AM. 
• Prepare surrender agreements for move out inspections. 
• Prepare other agreements, correspondence as needed. 

OTHER JOB DUTIES: 

• Performs other related duties as required. 

BENEFITS: 

• Generous employer contribution for Medical and Dental through United Healthcare. 
• 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. 

QUALIFICATIONS: 

• Minimum 3 years of experience in legal administration. 
• Knowledge of the Cleveland residential market. 
• Knowledge of Cleveland 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 with a great attitude. 
• Effectively present information and respond to questions from management, vendors, and associates. 
• Adhere to tight deadlines and quick turnaround for deliverables. 
• Ability 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. 

OVERVIEW 

Fairstead is a purpose-driven real estate firm dedicated to building sustainable communities across the country. Headquartered in New York, with offices in Colorado, Florida, and Maryland, Fairstead owns a portfolio of more than 25,000 apartments across 28 states that includes 17,000 units under management. Our commitment to communities is realized through a comprehensive platform that leverages in-house expertise in acquisitions, development, design and construction, asset management, and property management.  

Our mission is to provide high-quality housing to all regardless of income. We accomplish this through an empathetic and innovative approach, and by leveraging our interdisciplinary platform as an investor, developer, owner, and operator. With a long-term commitment to our residents, communities, and partners, our team stands out by: 

• Listening to and understanding the needs of residents, communities, partners, and stakeholders alike. 
• Developing and preserving high-quality, sustainable, affordable housing.  
• Creating a positive social and environmental impact within the properties and communities we serve. 

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.  

Fairstead’s Core Values 

• Empathy 
• Innovation 
• Entrepreneurship 
• Determination 
• Integrity 

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/