Property Management
Managing real estate in New York can be overwhelming. We understand how to manage the physical assets of the property and all the components associated with it. Whether a bustling warehouse employing hundreds of workers to luxury residential high-rise, functionality and access is key to a happy community. We have years of working relationship with specialized vendors and tradesmen to maintain and improve the physical assets associated with your property.
Resident/Tenant Communication
- Prompt response time to all calls and emails
- Email notification blasts
- Periodic newsletter development
- Notification of current events in the building
Organizational Management
We manage your monthly board meetings, as well as annual meetings, including:
- Agenda preparation
- Meeting notices
- Support documentation
- Member proxies
- All other statutory requirements of the election process
Community Living Enhancement
A custom program of:
- Aesthetic Improvements
- Promotion of Community Events
- Resident outreach
Building Operations Management
We manage your building’s operational or logistical needs including, but not limited to, staffing, tenant relations, vetting contractors, staff training and performance, and building performance. We grapple with the constant shifting and adjusting of human resources as well as mechanical issues pertaining to your building to provide the optimal work or home environment for our Landlords and Tenants.
Maintenance Management
- Resident care and advisory notification
- Work order system management and monitoring
- Maintenance staff management (union and nonunion)
- Routine building maintenance staff meetings
- Mandatory staff training
- Qualified vendor and bidder list
- Development of internal controls
- Routine apartment inspections
Mechanical Asset Management
- Identification of all machinery, valves, traps, drains and exterior waterproofing elements
- Assessment of useful life
- Development of both a preventative and routine maintenance schedule
Major Capital Improvements
- Development of a 5-year plan for MCI’s
- Planning for MCI funding
- Project management of capital improvements
- Ensuring proper government filings and closeouts for MCI’s
Back Office Part I: Financial Management
At Alpha Property Management, we are numbers-driven in that we gauge the performance of our work, the staff, and the building in the numbers and data available to us. A very significant tool that we rely on is annual budget with focus on the variance. The financial performance of your asset is our highest priority. We rise to this responsibility with a commitment to complete transparency, professionalism, accuracy, and attention to detail. We help you manage cash flow, plan for upcoming capital improvements, and anticipate and prepare for market fluctuations by providing:
Industry Software
Tailored to meet the demands of accountants and CPAs providing transparent data for year- end auditing requirements
Monthly Reporting
Customizable reporting to include but not limited to
- Accounts Receivables
- Accounts Payables
- Check Register
- General Ledger
- Budget Variance
Budget Preparation
Including:
- Annual operating expenses
- Major capital Improvements
- Reserve Study (building asset replacement forecasting)
- Periodic budget reviews
Concise, Timely, and Accurate Monthly Billing
Including all CAM charges, maintenance fees, rents
Payroll Records
To ensure all labor and/or union requirements are adhered to
Back Office Part II: Administrative
We leverage on our organizational structure while avoiding pitfalls of this process in order to provide a liability-free and painless experience for the owners and tenants. In an increasingly complex document processing requirements, Alpha Property Management will process every:
- Resale
- Transfer
- Lease
- sub-lease
- alteration agreement and vendor agreement
Transition Management
We take the stress out of this complex task by:
- Carefully discussing the upcoming transition with the board to understand the specific needs of the building
- Structuring a unique implementation plan tailored to the specific ongoing needs of the building
- Leverage our experience, knowledge, and appreciation for the nuances of the process to ensure a seamless and professional transition
Resale & Transfers
- Reviewing all existing applications to streamline the process
- Processing of all applications for board review
- Providing closing agent services, as well as closing document coordination on all transactions
- Working closely with outside real estate professionals, closing attorneys, and lenders to ensure seamless and timely transactions
- Assisting in the development and maintenance of the New Resident Packet
Lease, Sublease, and Tenant Management
Alpha Property Management runs a tight ship for our landlords while fostering a sense of community within your building, including:
- Providing resident screening services for vital background information
- Meeting with prospective renters to show them properties
- Assisting with and administering lease agreements
- Maintaining and updating all tenant contact information
- Discussing the lease and explaining the terms of occupancy or ownership
- Collecting monthly fees from tenants and owners
- NYCHA, City FEPS, SCRIE/DRIE, and MBR compliance
Back-Office Part III: NYC/NYS Compliance
Today, there are thirteen city agencies that write violations for building owners that are not compliant with agency codes. However, we take the proactive approach by making sure that violations are not issued. We provide monitoring and remediation services to include:
- Customized, detailed reporting of property compliance for boards and owners
- Real-time notification and monitoring of all major New York State and New York City agencies, departments and code enforcement bureaus such as DOB, ECB, HPD, DEP, DEC, FDNY and DOHMH
To prepare, remediate, and expedite violation resolution documentation,ensuring code compliance
- Monitoring compliance of all mechanical systems (such as boilers, elevators, fuel storage, backflow prevention devices, fire safety, and HVAC equipment) in regard to required testing, inspections, certifications, and permits
- Facilitate Local Law filings such as Environmental Investigation & Remediation, Bedbug Disclosure Reports, Benchmarking Reports, Energy Audits, and Facade Inspections (LL55, LL61, LL69, LL84, LL117, LL87, LL11 /98)
- Tracking the constantly changing NYC Local law requirements across all platforms
- Facilitating J51 Tax Incentive filings to meet application requirements, eligibility, and maximum tax benefits
- Timely filing of Annual Rent Registrations with the DHCR
- Section 8 HQS repair compliance