Assistant Property Manager

Client: Respected NYC Real Estate Organization
Title: Assistant Property Manager
Salary: $70,000-$75,000
Location: NYC
5 days a week for training then would move to a hybrid schedule of 3 days a week onsite per week
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Description

A highly established and respected New York City real estate organization is seeking an experienced Assistant Property Manager to support two senior property management professionals overseeing a prestigious residential portfolio.

The Assistant Property Manager will serve as the primary support partner to two experienced Portfolio Property Managers responsible for approximately 12 luxury pre-war cooperative properties totaling roughly 800 residential units.

The portfolio is concentrated on Manhattan’s Upper East Side and includes highly prestigious buildings serving sophisticated residents, shareholders, and boards. This position offers the opportunity to learn from property management professionals with extensive institutional and technical knowledge while becoming an essential part of the portfolio’s day-to-day operations.

This is an office-based portfolio management position. The Assistant Property Manager will work from the company’s Manhattan office and will not routinely travel to the properties.

Schedule

This position follows a hybrid schedule requiring three days per week in the Manhattan office.

• Mondays and Fridays are mandatory onsite days.
• The third onsite day is flexible.
• The remaining two days may be worked remotely.

Key Responsibilities

Portfolio and Property Management Support

• Provide comprehensive administrative and operational support to two Portfolio Property Managers.
• Help coordinate priorities, deadlines, resident requests, board-related responsibilities, compliance requirements, and portfolio documentation.
• Maintain organized and accurate records across multiple properties.
• Follow through persistently on outstanding requests, approvals, documents, invoices, and action items.
• Anticipate the needs of the Property Managers and help ensure that portfolio responsibilities are completed efficiently and accurately.
• Adjust quickly as priorities shift across the portfolio.

Apartment Alterations

• Review building-specific apartment alteration agreements and confirm that required materials have been submitted.
• Conduct the initial review of alteration plans and supporting documentation.
• Coordinate with Property Managers, building architects, residents, contractors, and other involved parties throughout the approval process.
• Track alterations through completion, including project timelines, Department of Buildings sign-offs, required documentation, and the return of alteration deposits.

Building Amenities, Moves, and Resident Records

• Maintain and update resident and building information within BuildingLink.
• Coordinate amenity reservations, applicable fees, required forms, and supporting documentation.
• Maintain storage-bin and bicycle-room records, assignments, and waiting lists.
• Track gym memberships and annual resident waivers.
• Coordinate resident moves with the appropriate building personnel.

Resident Requests and Chargebacks

• Respond to resident and shareholder inquiries regarding billing and general property-related matters.
• Process resident chargebacks in Yardi.
• Prepare and distribute chargeback correspondence with supporting invoices.
• Maintain complete electronic documentation and records.
• Prepare bank, lender, and appraisal questionnaires for Property Manager review.

Board and Annual Meetings

• Assist with the preparation and distribution of monthly board-meeting notices and packages.
• Coordinate logistics for annual, special, and board meetings.
• Attend annual meetings as needed to track attendance and tabulate election results.
• Maintain accurate board-member and property-professional listings.

Compliance and Administrative Tracking

• Prepare and maintain compliance calendars and deadline-tracking systems for assigned properties.
• Monitor required submissions, renewals, filings, and follow-up items.
• Support annual shareholder communications regarding applicable tax-abatement eligibility.
• Maintain organized portfolio files and documentation.

Accounts Payable Support

• Submit invoices through AvidXchange when necessary.
• Prepare online check requests for reimbursements, contractor payment applications, and other payments that do not have traditional invoices.
• Perform light invoice and payment tracking using AvidXchange and Yardi.

Qualifications

• Approximately three to five years of relevant New York City residential property management experience.
• Current or recent experience supporting the management of multiple residential properties simultaneously.
• Experience with cooperative buildings strongly preferred.
• Familiarity with luxury, high-end, or pre-war residential properties is highly desirable.
• Working knowledge of apartment alterations, resident communications, board support, compliance tracking, move coordination, and property-management administration.
• Experience with Yardi, BuildingLink, and AvidXchange is preferred.
• Strong organizational skills and the ability to manage competing deadlines across multiple buildings.
• Demonstrated persistence, follow-through, discretion, and professional judgment.
• Ability to pivot quickly while maintaining accuracy and attention to detail.
• Comfortable supporting experienced Property Managers and learning complex building-specific processes.