Assistant Property Manager –Brooklyn

JOB SUMMARY

The Assistant Property Manager 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 tenant 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

· Audit tenant emergency and operating hour contact information on a regular basis

Quality Control

· Promptly coordinate unit-turns to meet immediate leasing and marketability requirements

· Schedule building repairs and maintenance with outside vendors when necessary

· Handle minor technical IT issues/phones issues with our preferred vendors when necessary

· 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 Property Manager for review and approval

· Coordinate annual building fire drills; communicate with tenancy rules and protocols for such events and prepare fire drill evaluation form

· Input new equipment purchases (Assets) and warranties in Rent Manager

· 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 Manage Go: entering and closing work order tickets, tenant follow-up to ensure tenant satisfaction.

· Assist in management of day-to-day coverage, including after-hours, holidays, and vacations of field staff

· Keep track of all Local Law Compliance items and scheduling of inspections in Site Comply and Rent Manager

· Create/revise any forms or letters when needed by the Property Management team such as engineering inspection reports and vendor termination letters

Financial Management:

· Assist Property Manager in preparation of annual operating and capital budgets

· Accurately 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 to Property Manager for approval; audit tenant leases for discrepancies or recurring charge bumps that should occur annually

· Ensure that monthly rent invoices are sent out to all tenants by Accounting; send late fee letters to tenancy when needed via Rent Manager

· Send Tenant Adjustment form to Accounting to correct or accurately charge Tenant Accounts

· 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, Manage Go, 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