Assistant Property Manager

Assistant Property Manager

Department: Property Management – Office Buildings

Reports To: Senior Property Manager

Location: NYC Midtown Office (In-Person)

Summary

The Assistant Property Manager is responsible for supporting the daily operations, tenant service delivery, vendor coordination, and fiscal activities of a prestigious Midtown high-rise office building. This is an in-person position based at the Onsite Property Management Office in the building. The role works closely with the Senior Property Manager and the Property Management team to ensure the building runs smoothly and tenants receive excellent service. It includes tenant relations, building inspections and maintenance follow-up, vendor and contractor coordination, budget and billing support, oversight of security and life safety personnel, and incident and emergency response. The Assistant Property Manager is expected to be organized, proactive, and a dependable liaison between tenants, union engineering and cleaning personnel, vendors, and the Property Management team.

Tenant Relations & Customer Service

• Serve as the primary point of contact for tenants, handling inquiries and resolving issues.
• Manage tenant service requests and follow-up to ensure tenant satisfaction.
• Coordinate tenant move-ins and move-outs, including scheduling and managing freight elevator reservations.
• Maintain strong relationships with tenants and vendors, providing consistent communication and support.

Building Operations & Maintenance

• Oversee daily building operations, ensuring all systems are functioning and areas are well-maintained.
• Conduct regular building inspections, ensuring cleanliness and prompt attention to maintenance issues.
• Liaise with union engineering and cleaning personnel to address operational issues, manage general repairs and maintenance (R&M), and ensure quality control across the building’s common areas and tenant spaces.

Vendor & Contractor Coordination

• Manage vendor relationships and ensure service contracts are in place for building operations.
• Coordinate deliveries, service calls, and high-rise freight access with contractors and vendors.
• Ensure compliance with insurance requirements for all contractors and vendors.

Fiscal Management & Budgeting

• Assist with the preparation and management of the annual budget and financial planning for the property.
• Prepare quarterly variance reports and track building expenses to ensure adherence to budget.
• Process vendor invoices, issue purchase orders, and manage tenant billable services and billing records.

Security & Life Safety Oversight

• Oversee the lobby security and life safety teams, ensuring they adhere to building protocols and safety standards.
• Monitor staffing levels and submit weekly payroll for security personnel.

Hospitality / Amenity Support

• In tandem with the Hospitality Manager, offer a second layer of oversight for the building’s amenities, ensuring smooth operations and an exceptional tenant experience.

Administrative Support

• Provide general administrative support, including maintaining records, answering phones, and assisting with various property management tasks.
• Assist with data entry, document filing, and coordination of tenant services as needed.

Emergency & Off-Hours Responsibility

• This is an in-person position based at the Onsite Property Management Office in the building.
• Must be available to take calls and direct staff in after-hours emergencies to ensure proper handling and resolution of urgent building issues.
• Prepare and submit incident and accident reports to the Risk Management Department.

Qualifications

• College degree preferred, or equivalent experience demonstrating career growth in building management.
• 3–5 years of experience in property management or tenant services, ideally in a high-rise office environment.
• Experience with MRI, Yardi, WorkCafe, Angus, and electronic work order systems is a plus.
• Proficient in Microsoft Outlook and Microsoft Office (Excel, Word).
• Strong communication skills, both verbal and written, with attention to detail.
• Excellent organizational and multitasking abilities, with the ability to troubleshoot and solve problems independently.
• Ability to pivot quickly in a fast-paced environment and manage competing priorities effectively.
• Problem-solving skills and a proactive approach to resolving issues.
• A team player with the ability to collaborate with various stakeholders and staff.
• Notary Public license or the ability to obtain one.