Assistant Property Manager - Downtown Manhattan

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 RESPONSIBILITES

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)