Lease Coordinator

Key responsibilities

• Application coordination: Respond to leasing inquiries, track applications, collect required documentation, and coordinate screening and approvals in accordance with established policies.
• Lease documentation: Prepare new leases, renewals, riders, and related documents using approved forms and terms; route documents for review and signature; and maintain complete electronic lease files.
• Renewal tracking: Maintain lease-expiration and renewal schedules, coordinate timely renewal communications, and follow up on outstanding documents and decisions.
• Rent-regulated administration: Support the administration of rent-stabilized leases and rent-controlled tenancies, including applicable renewal documents, riders, notices, rent histories, and supporting records; track required deadlines and coordinate with management and legal counsel on regulated-rent matters.
• System accuracy: Enter and update resident, unit, lease, rent, concession, and renewal information in MRI or the designated property management system; verify entries against executed documents.
• Resident and broker communication: Serve as a point of contact for application status, documentation requirements, lease execution, and move-in coordination; escalate exceptions and disputes to management.
• Apartment availability: Maintain availability reports and listing information, coordinate showing schedules with leasing representatives, and communicate unit-readiness updates with building staff.
• Move-in and move-out coordination: Coordinate scheduling, required documentation, insurance submissions where applicable, and handoffs among residents, building staff, property management, and accounting.
• Accounting coordination: Confirm receipt and status of required payments with accounting, communicate approved lease charges and concessions, and help resolve discrepancies between lease documents and system records.
• Reporting: Prepare leasing activity, vacancy, renewal, and occupancy reports; maintain tracking logs; and flag missing documents, upcoming deadlines, and data discrepancies.
• Compliance and confidentiality: Follow fair housing requirements, applicable housing regulations, and company procedures; safeguard applicant and resident information; and refer legal or policy questions to the appropriate manager.

Required qualifications

• Relevant experience: Two or more years of experience in residential leasing, lease administration, property management support, or a closely related role.
• Rent-stabilized and rent-controlled experience: Hands-on experience administering New York rent-stabilized leases and rent-controlled tenancies, including applicable documentation, rent adjustments, notices, recordkeeping, and renewal procedures where applicable.
• Administrative accuracy: Strong attention to detail and demonstrated ability to organize documents, maintain accurate records, and meet competing deadlines.
• Communication: Clear written and verbal communication skills, professional judgment, and a customer-service approach when working with applicants, residents, brokers, and colleagues.
• Technology: Proficiency in Microsoft Excel, Outlook, and Word, with the ability to learn property management and electronic-signature systems.
• Confidentiality: Ability to handle personal and financial information discreetly and follow established approval procedures.
• Education: High school diploma or equivalent.

Preferred qualifications

• MRI: Working knowledge of MRI property management software, particularly resident and lease records, rent rolls, renewals, and reporting.
• Residential portfolio experience: Experience supporting multiple residential buildings and coordinating with property management and accounting teams.
• New York experience: Familiarity with New York residential leasing practices and fair housing requirements; experience coordinating rent-regulated documentation and inquiries with management and legal counsel is a plus.
• Additional education: Coursework or a degree in business, real estate, or a related field.

Working Conditions: Normal working conditions with the absence of disagreeable elements.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.