Summary
Overview
Work History
Education
Skills
Qualificationhighlights
References
Languages
Timeline
Generic

Sheila Grant

New York

Summary

Versatile property and estate manager with over 21 years of experience. Assistant Property Manager and Property Manager role, leadership and oversight of building and administrative staff, all building operations and accounting functions. Proficient in managing diverse and complex capital projects and preparing both operating budgets and 5-year capital project budgets. Excellent organization and communication skills, very responsive to all resident and board issues and communications. Collaborates with key members to improve overall operations. Always carries a positive attitude and centers on providing quality, personable service. Explores ways to elevate management interactions with clients and residents. Excels at problem solving, creating solutions and conflict resolution. Competent in goal setting that aligns with company/client objectives. Great knowledge of property management computer and technology systems

Overview

25
25
years of professional experience

Work History

Property Manager

FirstService Residential
10.2018 - Current
  • Develop the annual budget(s) for the properties comprising the assigned portfolio and oversees attainment of budgeted goals by analyzing and evaluating financial statements, reconciling monthly statements against approved budget, and working with client/owner/Board to address and resolve gaps in the financial performance of the portfolio
  • Ensure that the portfolio and individual communities meet the established operational, financial, and business performance goals by inspecting properties, reviewing financial and operational reports, and developing and implementing appropriate action plans to achieve results
  • Provide leadership to team of administrative and building staff and manage their performance
  • Interview, hire and train team members and oversee the appropriate and adequate staffing at each community
  • Supervise the acquisition, execute relationship management activities to identify client issues and opportunities and develop detailed action plans to improve the property and client relationship, with special attention to high-risk accounts
  • Work through, influence and understand the financial and operational goals and objectives for each property including but not limited to developer transition, capital improvement projects, financial challenges, board goals and objectives
  • Communicate regularly and strategically with board members for the purpose of providing information and influence to gain consensus
  • Deliver high quality and prompt customer service that is in line with board members’ and property expectations
  • Oversee the onboarding of new clients and establish go-forward service expectations
  • Effectively manage the seamless transition of assistants on properties, to prevent any disruption in the levels of service
  • Develop the annual budget for the properties in assigned portfolio and oversee attainment of budgeted goals by analyzing and evaluating financial statements, reconciling monthly statements against approved budget, and collaborating with the Financial Analyst, client/owner, and others to address and resolve gaps in the financial performance of the portfolio
  • Ensure that the portfolio meets the established operational, financial, and business performance goals by inspecting properties, reviewing financial and operational reports, and developing and implementing appropriate action plans to achieve results
  • Attract, develop, and retain building staff and assistant managers knowledgeable and capable of meeting the property management needs of each client
  • Supports the onboarding of all building staff and property team members
  • Provide leadership to property management team and building staff
  • Oversee the appropriate and adequate staffing at each property
  • Give timely reporting and on-going communication about the performance of the properties
  • Respond quickly and with urgency to client/owner concerns, questions, issues, and requests
  • Ensure that the cosmetic and physical aspects of the properties meet the owner’s established standards through routine building and safety inspections
  • Communicate concerns and requests for capital needs to provide for the physical upkeep of each property in the portfolio
  • Coordinate building operations and services from outside vendors, consultants, and other contractors as needed
  • Research and identify the need of each property in the assigned portfolio, make recommendations as necessary, negotiate contract and monitor progress of all building projects
  • Review, approve and process invoices for all vendors
  • Complete various financial, administrative tasks, and other reports and analysis, and perform other duties as assigned or as necessary
  • Prepare agenda for monthly, special, and annual meetings
  • Attend, run and take minutes at board meetings, as necessary
  • Manage all capital projects from commencement to end.

Executive Assistant

Douglas Elliman Property Management
11.2016 - 10.2018
  • Served as an assistant manager for a portfolio of 18 properties (Condominiums and Cooperatives and Commercial)
  • Provided administrative support to (1) Vice President, (1) Managing Director and (1) Sr
  • Account Executive
  • Assumed the duties of the Sr
  • Account Executives in his/her absence
  • Answered telephones, received and distributed departmental mail
  • Managed various correspondence such as email, sending overnight mail and order building supplies
  • Conducted site visit to assist the Account Executives with capital improvement projects, upgrade programs, special projects, compliance and building violations, to include arranging meeting space, managing attendees, overseeing catering needs, and preparing and distributing presentation materials
  • Proofread and edited documents
  • Prepared board meeting agendas and recorded minutes
  • Ensured that all records in the management office are maintained and stored properly
  • Tracked resident construction projects (Alterations) performed in the building
  • Review and filed all certificates, drawings and applications with building architect and have construction background experience including, but not limited to foundations, roofing, plumbing and electrical
  • Reviewed and kept track record of amenity billing, arrears reports, sublet reports and rent stabilized lease expirations and homeowners’ insurance
  • Processed check requests and payroll
  • Submitted applications to DOB for Coop/Condo Tax abatement
  • Processed the removal of old and new DOB violations
  • Processed accounts payable, tracking accounts receivable, track and code invoices for the assigned property
  • Collected W-9s and COIs, prepared miscellaneous billing, assisted with budget preparation and compiled monthly operating reports
  • Developed cost saving strategies to reduce budgeted expenses
  • Assisted with creating annual operating budget and business plan with accounting team and Sr
  • Account Executive
  • Reviewed financial statements in a timely fashion, working closely with the Sr
  • Account Executive
  • Managed delinquency according to policy, charge and collect late fees, and initiate legal proceedings and work closely with attorneys through completion of each case
  • Attended court appearances and serve as a managing agent for the landlord
  • Managed tenant requests
  • Engaged with vendors and maintenance staff
  • Monitored property utility accounts and invoices
  • Assisted with lease administration functions and make regular property inspections
  • Provided excellent customer service
  • Arranged tenant events as directed
  • Prepared tenant notifications and assisted in production of tenant handbooks and emergency procedures manuals
  • Scheduled and track tenant move ins, move outs, deliveries and regularly maintain tenants contact list.

Property and Estate Manager

Bruman Realty LLC
05.2012 - 10.2016
  • Managed a portfolio of 18 properties which included condominiums, residential (free market, rent stabilized/ section 8 apartments) and commercial spaces
  • Assure that the policies and procedures of the community and all lease requirements are adhered to by residents
  • Demonstrated positive leadership characteristics which inspired team members to meet and exceed standards and promote team member empowerment
  • Built morale and spirit amongst the team
  • Ensured that all records in the management office are maintained and stored properly
  • Responsible for revenue collection and processing rent payments
  • Managed and controlled day to day operation on site
  • Prepared late rent notices
  • Recorded journal entries and maintained accounting records for each property
  • Assisted with preparation of property budget
  • Attended condominium board meetings and recorded minutes
  • Responsible for preparing all leases and renewals
  • Screened new applicants, ran credit reports, verified employment and references, reviewed lease application and prepared lease packages
  • Managed the maintenance team to ensure that all move-ins and outs are done on time, liaising with both maintenance department and tenant to ensure repairs are carried out expeditiously, economically and to an acceptable standard
  • Initiated legal proceedings and worked closely with attorneys through completion of each case
  • Attended court appearances and serve as a managing agent for the landlord
  • Conducted periodic inspections of properties and tenant spaces to ensure compliance with leases and proper upkeep of property
  • Responsible for making sure building violations are corrected and certifications of corrections are filed with city agencies in a timely manner
  • Managed delinquency and initiated legal proceedings and worked closely with attorneys through completion of each case
  • Attended court appearances and serve as a managing agent for the landlord
  • Managed tenant requests
  • Met with the owners to discuss plans, events, and general estate requirements
  • Prepared, presented, and managed budgets
  • Managing the daily operations of the estate including staff schedules, upkeep, and bookings
  • Supervised all ground and house staff and provided training, day-to-day feedback, and performance reviews
  • Managed all maintenance, repairs, and renovations to buildings and estate grounds
  • Liaised with event planners, catering services, and clients to ensure that all functions run smoothly
  • Managed all administrative tasks like submitting insurance claims, filing legal documents, and preparing invoices
  • Negotiated contracts with vendors, suppliers and contractors
  • Communicated regularly with the estate owners to keep them informed of estate operations and any issue that arises.

Legal Assistant/Office Manager

The Law Offices of Harriet Thompson & Associates
11.2005 - 04.2012
  • Prepared landlord and tenant nonpayment and holdover legal documents, contracts & summons and complaints
  • Prepared affidavits maintain docket file and file pleadings with court clerk
  • Proofreading and editing documents
  • Directed and coordinated law office activity
  • Informed attorney daily on case activity, court rules and procedures, maintain dockets and diary of case information, maintain court and personal calendar, schedule meetings, scheduled travel arrangements
  • Maintained ongoing communications with attorneys and clients from point of referral to trial phase
  • Monitored client accounts, prepared monthly case status report for clients and prepared weekly and hourly invoices through QuickBooks
  • Worked with the City Marshal to assist carrying out evictions
  • Notified residents of outstanding balances and aggressively pursue delinquencies and arrange of collections if necessary
  • Produced various financial analytical reports
  • Conducted periodic inspections of properties and tenant spaces to ensure compliance with leases and proper upkeep of property
  • Responsible for making sure building violations are corrected and certifications of corrections are filed with city agencies.

Legal Assistant/Office Manager

The Law Offices of Harriet Thompson & Associates
11.2005 - 04.2012
  • Prepared landlord and tenant nonpayment and holdover legal documents, contracts & summons and complaints
  • Prepared affidavits maintain docket file and file pleadings with court clerk
  • Proofreading and editing documents
  • Directed and coordinated law office activity
  • Informed attorney daily on case activity, court rules and procedures, maintain dockets and diary of case information, maintain court and personal calendar, schedule meetings, scheduled travel arrangements
  • Maintained ongoing communications with attorneys and clients from point of referral to trial phase
  • Monitored client accounts, prepared monthly case status report for clients and prepared weekly and hourly invoices through QuickBooks
  • Worked with the City Marshal to assist carrying out evictions
  • Notified residents of outstanding balances and aggressively pursue delinquencies and arrange of collections if necessary
  • Produced various financial analytical reports
  • Conducted periodic inspections of properties and tenant spaces to ensure compliance with leases and proper upkeep of property
  • Responsible for making sure building violations are corrected and certifications of corrections are filed with city agencies.

Bookkeeper / Community Administrator

AvalonBay Communities
09.2000 - 07.2004
  • Processed rental payments, notified tenants of outstanding balances and prepared bank deposits
  • Performed account receivable functions including invoicing, depositing and collections
  • Completed accounting month end occupancy reports
  • Recorded leasing information and rental payments into AMSI, RentRoll and Realeum software’s
  • Reduced outstanding account collection time from 9 months to 3 months, while lowering outstanding balance of $600 thousand to less than $200 thousand
  • Calculated and prepared payment for utilities, taxes and other local vendors
  • Assembled new and renewal lease agreements
  • Negotiated rental and renewal increases
  • Ensured that maintenance requests were followed through
  • Provided accurate and timely financial information as required internally by management.

Leasing Consultant

Bozzuto Management
07.1999 - 09.2000
  • Leased apartment homes and aggressively sold the products and services of the community
  • Planned and coordinated turnover of apartment homes
  • Assembled and prepared new lease agreements
  • Gathered and monitored weekly statistics from local competitors
  • Updated and revised weekly competitor rental reports.

Education

Business Management -

Radford University
01.1998

Skills

  • Vendor Management
  • Compliance Monitoring
  • Grounds Maintenance
  • Contract Negotiation

Qualificationhighlights

  • Thoroughly Familiar with tenant and landlord laws and guidelines. Knowledge of DHCR, section 8, DOB, HPD, ECB regulations and policy and procedures.
  • Time management skills
  • Background in general management, customer service, contractor and staff supervision.
  • Advanced computer skills and demonstrated proficiency in streamlining administrative tasks.
  • Resourceful and innovative in problem solving; adapt quickly to challenge. Strong prioritization, delegation and planning skills.
  • Relate warmly to diverse individuals at all levels, respectful yet assertive communication style.
  • Financial budgeting
  • Relationship building
  • Fluent in Spanish
  • Licensed Notary
  • Driver’s License

References

Contact Information upon Request

Languages

Spanish
Native or Bilingual

Timeline

Property Manager

FirstService Residential
10.2018 - Current

Executive Assistant

Douglas Elliman Property Management
11.2016 - 10.2018

Property and Estate Manager

Bruman Realty LLC
05.2012 - 10.2016

Legal Assistant/Office Manager

The Law Offices of Harriet Thompson & Associates
11.2005 - 04.2012

Legal Assistant/Office Manager

The Law Offices of Harriet Thompson & Associates
11.2005 - 04.2012

Bookkeeper / Community Administrator

AvalonBay Communities
09.2000 - 07.2004

Leasing Consultant

Bozzuto Management
07.1999 - 09.2000

Business Management -

Radford University

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Sheila Grant