On-Site Assistant Property Manager

6 hours ago

New York, New York, United States Douglas Elliman Property Management Full time
Job Description

We are seeking a highly organized and detail-oriented On-Site Assistant Property Manager to join our team at Douglas Elliman Property Management. As a key member of our management office, you will assist the General Manager and Resident Manager in ensuring the efficient day-to-day operation and management of our 360-unit luxury cooperative residential building.

Key Responsibilities
  • Communicate with shareholders on building notices and policies
  • Deliver exceptional customer service by providing answers to shareholder questions or complaints
  • Correspond with shareholders to enforce the House Rules and Proprietary Lease
  • Coordinate with Douglas Elliman corporate office staff regarding accounts payables, accounts receivables, financial analyst, and closing department on shareholder requests or issues
  • Support the General Manager, Resident Manager, and Controller with general administrative tasks
  • Assist with day-to-day operations and oversight of 32BJ staff, repairs, and building maintenance
  • Respond to maintenance calls and coordinate 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
  • Maintain 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 for various tasks, including fire alarm testing and inspections, vendor repairs, move-ins, move-outs, exterminating, water leaks, and other emergencies
  • Maintain accurate payroll documentation on a weekly basis for a staff of 38 employees
  • 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 a smooth process
Requirements
  • Detail-oriented and organized with superb follow-up skills
  • Customer Service experience
  • 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
  • Works effectively with management and local 32BJ Union staff with a positive and professional attitude at all times
Preferred Skills
  • Experience with Building Link, AvidXchange, Site-Compli, Yardi Systems, MS Excel, MS Word, MS PowerPoint, MS Outlook, MS Teams, Adobe Acrobat, Zoom
Additional Responsibilities
  • Coordinates and attends monthly board meetings, prepares board packages, and writes meeting minutes
  • Attends annual meetings to take attendance and tabulate the election results
  • Makes arrangements for the location and set up of Annual and Special meetings
  • Familiar with building's alteration agreement & approval process
  • Processes the initial review of the plans; collects the appropriate documentation and maintains 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
  • Tracks 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
  • Maintains and updates 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
  • Maintains storage bin/bike room listings and waiting lists
  • Maintains gym memberships/annual waiver collection
  • Maintains 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 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
  • Responds to all inquiries concerning maintenance billing and provides general information to the shareholders
  • Responds to Bank/Appraisal questionnaires and completes in timely fashion
  • Sends invoices to Avid for approvals
  • Prepares on-line check requests in Avid for payments that do not have invoices
  • Coordinates and sends out annual mailings to shareholders regarding eligibility for annual coop tax abatement
  • Collects window guard compliance forms annually and sends to Douglas Elliman compliance department
  • 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 - $80,000

Position Requirements:

  • Full-Time/Part-Time: Full-Time
  • Experience level required: Position: On-site Assistant Property Manager

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