Assistant Property Manager - Downtown Manhattan
Bushburg Properties Inc, New York, New York, us, 10261
JOB SUMMARY
The Assistant Property Manager at Bushburg plays a crucial role in the efficient and effective delivery of management services and reporting for our multi-family and commercial portfolio. The following duties and responsibilities are integral to this position:
ESSENTIAL DUTIES AND RESPONSIBILITIES Tenant Relations
Responsible for maintaining tenant relations and ensuring tenant satisfaction
Assist in Coordinating and attend tenant events when requested
Coordinate all tenants move-ins and move-outs with leasing, accounting, and building staff
Handle incoming calls and/or communications from the tenancy
Draft correspondence to tenants regarding building issues and seasonal weather events
Send welcome gifts to new tenants
Quality Control
Promptly coordinate unit-turns to meet immediate leasing and marketability requirements
Contract third-party vendor services
Obtain current vendor or tenant Certificates of Insurance (COI) with correct Additional Insured before repair or services are performed
Prepare or review incident reports and promptly provide to with Risk Management team
Responsible for handling parking issues such as towing, booting, and violations; create and update tenant reserved parking spreadsheet
Coordinate annual building fire drills; communicate with tenancy rules and protocols for such events and prepare fire drill evaluation form
Handle minor technical IT issues/phones issues with our preferred vendors when necessary
Coordinate team meetings or employee appreciation lunches
Maintain lobby directories and elevator display screens with updated information
Create and regularly update Tenant Handbooks, Storm Preparedness Plan and Building Emergency Procedures
Daily monitoring of ManageGo: entering and closing work order tickets, tenant follow-up to ensure tenant satisfaction.
Create/revise any forms or letters when needed by the Property Management team such as engineering inspection reports and vendor termination letters
Assist in management of day-to-day coverage, including after-hours, holidays, and vacations of field staff
Financial Management
Assist Property Manager in preparation of annual operating and capital budgets
Review and code invoices for prompt processing and approval in AVID
Communicate and correspond with tenants regarding outstanding rents
Timely bill-back and collection of all reimbursable charges to tenancy
Create commercial tenant lease abstracts and submit them to Property Manager for approval; audit tenant leases for discrepancies or recurring charge bumps that should occur annually
Consistently present opportunities to upper management on ways to reduce contracted service expenses and materials purchases through discounts or economy of scale purchasing
Inventory and Supplies Management
Make sure building related supplies and materials are ordered in a timely manner to replenish inventory
Make sure building amenities such as conference rooms, break rooms and gym is maintained and organized
General Duties
Gain ongoing knowledge of software platforms utilized by the company, such as Rent Manager, AVID, ManageGo, SLACK and WRIKE
Organize all files and save in BOX and not on computer drives
Write standard works in Notions to update operational processes and information
Understand and comply with company policies and procedures to maintain consistency in service delivery, reporting and communication
Apprise Supervisor or upper management on any pertinent or potential legal issues
Promptly attend and participate in all scheduled meetings related to the position or assigned properties
Meet deadlines and tasks as assigned, setting own project deadlines responsibly
Perform other duties as assigned
Required Education
Bachelor’s Degree (preferred)
OR 5–7 years of experience in luxury, high-rise rental
Required Experience & Qualifications
5–7 years of property management experience in luxury, high-rise rentals (required)
Bachelor’s Degree (preferred)
Working knowledge of city, state, and federal agencies, including rent stabilization
Union experience (preferred)
Experience with repairs, maintenance, and mechanical systems
Strong communication skills; ability to interface with all levels of management, residents, and vendors
Proficient in Rent Manager, YARDI, Microsoft Office (Outlook, Excel), Avid, and Paycom
Ability to create and analyze budgets and quarterly management reports
Excellent project management and organizational skills
Ability to adapt to a fast-paced environment
Exceptional customer service skills
Strong attention to detail and follow-through
Strong leadership skills with a proactive, forward-thinking approach to problem-solving (required)
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ESSENTIAL DUTIES AND RESPONSIBILITIES Tenant Relations
Responsible for maintaining tenant relations and ensuring tenant satisfaction
Assist in Coordinating and attend tenant events when requested
Coordinate all tenants move-ins and move-outs with leasing, accounting, and building staff
Handle incoming calls and/or communications from the tenancy
Draft correspondence to tenants regarding building issues and seasonal weather events
Send welcome gifts to new tenants
Quality Control
Promptly coordinate unit-turns to meet immediate leasing and marketability requirements
Contract third-party vendor services
Obtain current vendor or tenant Certificates of Insurance (COI) with correct Additional Insured before repair or services are performed
Prepare or review incident reports and promptly provide to with Risk Management team
Responsible for handling parking issues such as towing, booting, and violations; create and update tenant reserved parking spreadsheet
Coordinate annual building fire drills; communicate with tenancy rules and protocols for such events and prepare fire drill evaluation form
Handle minor technical IT issues/phones issues with our preferred vendors when necessary
Coordinate team meetings or employee appreciation lunches
Maintain lobby directories and elevator display screens with updated information
Create and regularly update Tenant Handbooks, Storm Preparedness Plan and Building Emergency Procedures
Daily monitoring of ManageGo: entering and closing work order tickets, tenant follow-up to ensure tenant satisfaction.
Create/revise any forms or letters when needed by the Property Management team such as engineering inspection reports and vendor termination letters
Assist in management of day-to-day coverage, including after-hours, holidays, and vacations of field staff
Financial Management
Assist Property Manager in preparation of annual operating and capital budgets
Review and code invoices for prompt processing and approval in AVID
Communicate and correspond with tenants regarding outstanding rents
Timely bill-back and collection of all reimbursable charges to tenancy
Create commercial tenant lease abstracts and submit them to Property Manager for approval; audit tenant leases for discrepancies or recurring charge bumps that should occur annually
Consistently present opportunities to upper management on ways to reduce contracted service expenses and materials purchases through discounts or economy of scale purchasing
Inventory and Supplies Management
Make sure building related supplies and materials are ordered in a timely manner to replenish inventory
Make sure building amenities such as conference rooms, break rooms and gym is maintained and organized
General Duties
Gain ongoing knowledge of software platforms utilized by the company, such as Rent Manager, AVID, ManageGo, SLACK and WRIKE
Organize all files and save in BOX and not on computer drives
Write standard works in Notions to update operational processes and information
Understand and comply with company policies and procedures to maintain consistency in service delivery, reporting and communication
Apprise Supervisor or upper management on any pertinent or potential legal issues
Promptly attend and participate in all scheduled meetings related to the position or assigned properties
Meet deadlines and tasks as assigned, setting own project deadlines responsibly
Perform other duties as assigned
Required Education
Bachelor’s Degree (preferred)
OR 5–7 years of experience in luxury, high-rise rental
Required Experience & Qualifications
5–7 years of property management experience in luxury, high-rise rentals (required)
Bachelor’s Degree (preferred)
Working knowledge of city, state, and federal agencies, including rent stabilization
Union experience (preferred)
Experience with repairs, maintenance, and mechanical systems
Strong communication skills; ability to interface with all levels of management, residents, and vendors
Proficient in Rent Manager, YARDI, Microsoft Office (Outlook, Excel), Avid, and Paycom
Ability to create and analyze budgets and quarterly management reports
Excellent project management and organizational skills
Ability to adapt to a fast-paced environment
Exceptional customer service skills
Strong attention to detail and follow-through
Strong leadership skills with a proactive, forward-thinking approach to problem-solving (required)
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