Senior Legal and Collections Specialist

Job Description

Who we're looking for:

We're looking to build the best teams possible with highly motivated and engaged employees. We have an exciting opportunity for a Senior Legal & Collections Specialist to join The Douglaston Companies. If you are looking to work in a collaborative and supportive environment, but also be challenged in your role, we welcome you to apply!

Key Responsibilities

Resident Management:

• Issue letters and call residents re: arrears before referring to legal counsel.
• Respond to resident inquiries re: case status and ledger matters.
• Liaise with Accounting Staff re: ledger matters.
• Analyze resident ledgers for accuracy and adjust as needed.
• Research and resolve payment discrepancies as needed.
• Track and enforce payment plans.
• Responsible for overseeing the preparation and delivery of resident communication to promote timely payment of charges due.
• 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.
• Facilitate the collection of delinquent accounts.

Legal Management:

• Confirm with Management cases to open with law firm for nonpayment/ holdover and ensure cases move forward in a timely manner.
• Gather documentation to commence nonpayment and holdover cases, including early riders, termination notices, settlement and surrender agreements.
• Ensure all affidavits are executed by the appropriate parties and sent to outside counsel.
• Provide regular updates to law firms regarding ongoing non-payment and holdover cases to ensure timely legal proceedings.
• Review active legal case reports, follow up on pending issues, and take necessary actions to resolve cases promptly.
• Monitor warrants and eviction statuses, ensuring proper legal follow-up on all cases.
• Relay repair requests and access dates as per court stipulations to property managers for timely execution and compliance.
• Collaborate with leasing and property managers to ensure proper documentation and legal follow-through on holdover renewals.
• Update court stipulations/dispositions and relevant court dates in Yardi for efficient tracking and management of legal cases.
• Track warrants and evictions and update tenant record/files on Yardi.
• Oversee the collection of outstanding balances from former tenants and submit tenant files to collections monthly after move-out.
• Other related duties, as needed.

DHCR & HPD Compliance:

• Maintain accurate records of all pending DHCR cases, ensuring timely responses to complaints such as rent overcharge, tenant harassment, and lease renewal disputes.
• Work closely with outside counsel to prepare and file necessary responses to DHCR complaints, ensuring compliance with rent stabilization and rent control regulations.
• Monitor HPD violations issued against properties and coordinate with building superintendents, contractors, and property managers to resolve housing code violations.
• Ensure compliance with housing codes and local regulations, preparing necessary reports and documents for hearings or filings.
• Update court documents and correspondence to Yardi.

Reporting:

• Prepare and generate monthly arrears reports for new non-payment cases, ensuring accuracy and timely legal action.
• Maintain an accurate and up-to-date database of pending litigation, coordinating with outside counsel to ensure timely case progression.
• Update legal and tenant status in Yardi.
• Maintain monthly report on all outstanding balances.
• Run monthly arrears reports for new rent demands.
• Prepare other reports as requested.

Innovation and Technology Integration:

• Experience in optimizing rent collections through automated and new cutting-edge financial technologies.
• Skilled in identifying and recommending innovative process improvements for operation efficiency.

Form Notices and Form Agreements:

• Prepare and issue default or 5-day notices to tenants to initiate cases efficiently.
• Assist PMs and APMs with standard notices for lease violations.
• Prepare payment agreements.
• Prepare riders, payment, surrender, and early termination agreements with appropriate review by counsel.
• Prepare other agreements, correspondence as needed.

Other Job Duties

• Review attorney invoices monthly, identifying discrepancies, validating charges, and ensuring all charges are accurate.
• Manage and track legal counsel spending, ensuring alignment with the approved budget and reconcile expenses as needed.
• Performs other related duties as assigned by management.

Qualifications

• Minimum of 3 years of experience in legal administration or NY real estate law, with specific experience in tenant law and property management compliance.
• Bachelor's degree in law, business, or related field (preferred).
• Knowledge of NYC landlord laws, including rent stabilization, tenant rights, and housing code regulations.
• Understanding of DHCR, HPD, and other local housing regulatory bodies is required.
• Proficient in Microsoft Office Suite, Excel, and Yardi.
• Strong written and verbal communication skills.
• Quick learner with great customer service skills.
• Confident in presenting information, ideas, and solutions to upper management.
• Ability to manage external counsel, ensure compliance with legal processes, and adhere to tight deadlines.
• Financial acumen for overseeing legal budgets and tracking legal expenses.