JOB TITLE: Assistant Property Manager
REPORTS TO: Senior Property Manager
LOCATION: New York, NY
Job Summary & Distinguishing Features of the Work:
The Assistant Commercial Property Manager is responsible for assisting the Senior Property Manager (SPM) in the management of commercial office property. Responsibilities involve a broad range of property management functions, including, but not limited to, budget preparation and execution, building operations, facility maintenance and repair, tenant relations and project management. Specific priorities or focus may be directed by the Senior Property Manager depending upon the specific needs of the building at the time.
Minimum Qualifications Required:
Bachelor’s level degree in Business or a related field; and two years minimum of progressive management responsibility and related experience. In addition, any combination of education, training and experience which provides the required knowledge, skill and abilities to perform the essential functions of the job.
Essential Job Functions:
- Budgeting and Reporting – Assist in the preparation of all monthly budgets, reforecasting, project status and accounting reports on a timely basis. Prepare Asset Meeting agenda and lead monthly meeting.
- Oversee the Administrative Assistant in issuing correspondence to tenants, contractors and service providers.
- Contracts/Contractor/Vendors – maintain appropriate contracts, communications and filing of same including taking appropriate action on all complaints.
- Tenant Emergency Contact List – Assist in maintaining an up-to-date tenant contact list.
- Tenant Orientation – Assist in coordinating and conducting orientation of the property and Tenant Handbook with any new tenants and or managers.
- Track all FDNY, DOB violations, open DOB jobs, PVT’s, ACP-5’s
- Oversee the Tenant Service Requests Process - Schedule, track and file any tenant maintenance requests.
- Tenant Relations – Assist SPM in developing strong, positive tenant relations. Maintain a high level of involvement in tenant affairs and activities.
- Construction – Tenant and Building. Construction is monitored by Engineering, FSD, SPM and Assistant Property Manager. Assistant Property Manager should tour the construction sites weekly or as needed to insure compliance with the approved drawings and coordinate building support and after-hours activity. Attend project meetings.
- Direct and supervise all staff related to the property directly or through supervisors as directed by the SPM.
- Hold weekly staff meetings with SPM to cover on-going needs of building, update status of various activities and cover items noted in regular tours of the property.
- Maintain the safety and integrity of all buildings, systems and equipment through staff or contractors.
- Ensure compliance with all codes, laws and environmental issues.
- Project future needs including capital requirements and improvements.
- Complete regular tours of the property to insure proper maintenance and fulfillment of responsibilities by staff, contractors, vendors and tenants and any unsafe conditions or repair requirements. Daily tours/walks of the building including interior/exterior, sidewalks, entrances, loading dock, vacant spaces, elevators. Perform a monthly tour of the roof and mechanical spaces.
Security, Safety and Insurance
- Maintain high focus on tenant safety to reduce liability and claims.
- Provide immediate and appropriate response to any security and accident issues/incidents including proper notification to Executive Team, Legal and Risk Management departments.
- Train staff to watch for and report any potential safety hazards and safety risks.
Tenant Communication and Relations
- Respond to issues as soon as possible with a goal of resolving differences where possible.
- Maintain the activity calendar, coordinating of tenant events and holiday programs for the property.
- Knowledge of MS Office and be conversant in computer applications.
- Understanding of accounting principles, procedures, and financial analysis.
- Knowledge of basic property management tools and skills.
- Strong organizational and interpersonal skills.
- The ability to meet deadlines, accomplish work in order of priority, maintain composure under pressure, during emergencies and changing environments.
- Be self-motivated, a leader and understand teamwork and collaboration.
- Understand that conflict will arise and know how to manage and resolve situations.
- Be detailed oriented, logical, use a methodical approach to problem solving and have strong written and verbal communication skills and display sound judgement.
- Ability to read, comprehend, analyze and interpret complex business documents including leases, financial reports and contracts.
- Pursue Professional Development courses and programs such as the BOMA Real Property Administrator designation and other industry seminars.
- Ability to walk up and down stairs, the roof, cooling tower catwalks, ladders, go through restricted openings to inspect all areas of the property.
- Ability to respond after-hours for emergencies and work extended hours as needed.
- Perform other duties that may be assigned.