On-site Assistant Property Manager

Assistant Property Manager Job Description - 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