On-site Assistant Property Manager

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category
Building services

Description

Assistant Property Manager - Assists the General Manager and Resident Manager in the on-site Management Office to ensure efficient day-to-day operation and management of a 360-unit luxury cooperative residential building.

Duties

Communicates with shareholders on building notices and policies
Delivers exceptional customer service by providing answers to shareholder questions or complaints, either in- person, by phone, and email
Corresponds with shareholders to enforce the House Rules and Proprietary Lease
Communicates with Douglas Elliman corporate office staff regarding accounts payables, accounts receivables, financial analyst, and closing department on shareholder requests or issues
Supports the General Manager, Resident Manager, and Controller with general administrative tasks
Assists with day-to-day operations and oversight of 32BJ staff, repairs, and building maintenance
Has a general understanding of how the building systems and maintenance equipment operates
Responds to maintenance calls and coordinates with engineers and porters to ensure tasks are scheduled and completed.
Respond to resident and vendor phone calls, emails and messages in a timely manner
Follow-up with residents, maintenance staff, and vendors on work orders and resolutions
Maintains inventory spreadsheet for all parts pertaining to repairs done for shareholders, tracks work orders, charges apartments for parts & labor.
Coordinate access to apartments and schedule with shareholders of the following, but not limited to: (i.e.: Fire Alarm testing and inspections, vendor repairs, move-ins, move-outs, exterminating, water leaks including all other emergencies, and/or maintenance/management department matters)
Maintains accurate payroll documentation on a weekly basis for a staff of 38 employees. Tracks sick time, personal days, vacation etc.
Draft and distribute memos, notices and other correspondence to shareholders and vendors
Work with the Resident Manager to coordinate and communicate construction-related shutdowns; schedule and coordinate with outside vendors when necessary to allow for smooth process.

REQUIREMENTS:

Detail-oriented and organized with superb follow-up skills
Customer Service experience
Answer incoming phone calls in a pleasant and courteous manner
Ability to multi-task and prioritize tasks
Excellent oral and written communication skills
Follows instructions and performs duties with minimal supervision
Not flustered by urgent requests and able to act quickly in case of an emergency by contacting shareholders as needed to provide access to maintenance staff
Works effectively with management and local 32BJ Union staff with a positive and professional attitude at all times
Effective positive communication via phone, radio, email, in person and able to work under pressure

Other Skills: Experience with Building Link, AvidXchange, Site-Compli, Yardi Systems, MS Excel, MS Word, MS PowerPoint, MS Outlook, MS Teams, Adobe Acrobat, Zoom

MORE DETAILED LIST OF SPECIFIC ADMINISTRATIVE TASKS

Board Meetings & Annual Meetings

Coordinates and attends monthly board meetings, prepares board packages, and writes meeting minutes
Attends annual meetings to take attendance and tabulate the election results
Make arrangements for the location and set up of Annual and Special meetings

Apartment Alterations

Familiar with building's alteration agreement & approval process
Process the initial review of the plans; collect the appropriate documentation and maintain apartment alteration file to ensure all insurance, license, DOB paperwork, and plans were properly submitted.
Acts as liaison with shareholder and building's reviewing architect to obtain approval
Ensures that neighbor notification is sent
Track apartment alterations for completion/timing/DOB sign-off/return of deposit
Coordinates with Skyline Windows representative to schedule window repair appointments with shareholders
Ensures that neighbor notification letters are sent to surrounding apartments before window replacement projects begin

Building Amenities, Move-ins, Daily Deliveries/Vendors, Other Tracking

Maintain and update the BuildingLink database, including maintaining resident contact information, front desk instructions, saving COIs in apartment for security entrance, reviews daily shift log for any important notes left by doormen
Maintain storage bin/bike room listings and waiting lists
Maintain gym memberships/annual waiver collection
Maintain personal trainer information - PT certificates, insurance, CPR, etc.
Coordinates the scheduling of resident move-ins and move-outs
Collects certificates of insurance for deliveries, vendors, and contractors
Maintains updated shareholder homeowner insurance information

Charge Backs & Other Resident Requests Pertaining to Billing

Charge back appropriate charges to tenants such as repairs, architect fees, alteration fees, other misc. charges
Charge it in Yardi, prepare individual letters, with a copy of the bill, and deliver to resident mailboxes
Respond to all inquiries concerning maintenance billing and provide general information to the shareholders
Respond to Bank/Appraisal questionnaires and complete in timely fashion

Payables

Send invoices to Avid for approvals
Prepare on-line check requests in Avid for payments that do not have invoices

Abatements & Compliance

Coordinate and send out annual mailings to shareholders regarding eligibility for annual coop tax abatement
Collects window guard compliance forms annually and send to Douglas Elliman compliance department

Arrears

Produces monthly delinquency reports and follows up with shareholders to reconcile outstanding arrears
Collects maintenance checks and delivers to accounts receivable department

Salary Range: $70,000 - $80,0000

Position RequirementsFull-Time/Part-Time
Full-Time

Experience level requiredPosition
On-site Assistant Property Manager

Close DatePost Internal Days
0

Created By
Luis Freites

Number of Openings
1

Open Date
2/2/2024

Location
Manhattan

About the Organization

Our mission is to provide our clients with the most comprehensive and reliable range of services to make their buildi.

Read the full job description and apply online on the recuiter's web-site

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