Property Management Assistant

2 weeks ago


New York, United States WEST SIDE FED SR Full time
Job Overview

Under the guidance of the Property Manager, the Assistant Property Manager plays a crucial role in the comprehensive administration and management of the property. The primary objective is to facilitate a secure and independent living environment for residents.

Key Responsibilities:

  • Oversee front desk staff to ensure efficient operations.
  • Guarantee that all shifts are adequately staffed in accordance with union agreements.
  • Manage and track all leave requests from personnel.
  • Ensure that all necessary supplies, including forms, are consistently available.
  • Supervise the cleanliness and organization of the front desk area.
  • Collaborate with maintenance and administrative teams.
  • Assist in maintaining up-to-date personnel records, including vacation and sick leave.
  • Process and submit timesheets punctually.
  • Support the manager in conducting staff meetings and addressing tenant/staff concerns.
  • Document and maintain minutes for all meetings.
  • Facilitate communication between the manager and social service staff.
  • Coordinate with social services on tenant-related issues such as arrears and maintenance needs.
  • Ensure the social services department receives all relevant incident reports and management communications.
  • Act as a communication bridge between tenants and staff in the absence of the building manager.

Management Office Duties:

  • Maintain and distribute essential management office documents related to tenants, vendors, and staff.
  • Prepare and share extermination schedules with front desk personnel.
  • Order necessary supplies as required.
  • Document vendor repair activities and monitor vendor files.
  • Keep an updated log of inspection certificates and ensure compliance.
  • Assist in processing move-ins, move-outs, and legal updates.
  • Support the manager in preparing various reports on a monthly, quarterly, and yearly basis.

Building Maintenance Support:

Assist the manager and superintendent in maintaining the overall functionality of the property, which includes:

  • Conducting inspections of tenant rooms.
  • Creating and managing maintenance task checklists.
  • Regularly inspecting essential systems such as boilers and elevators.
  • Maintaining clear identification of all building systems.
  • Managing rent collection and payroll distribution.
  • Enforcing waste management and recycling policies.
  • Keeping maintenance supplies organized and stocked.
  • Handling coin exchanges and verifying amounts.
  • Making bank deposits as required.

Working hours: Sunday - Thursday, 9 AM - 5 PM



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