Douglas Elliman Property Management
On-site Assistant Property Manager
Douglas Elliman Property Management, New York, New York, us, 10261
EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
CategoryBuilding services
Description
Assistant Property Manager Job Description - Assists the General Manager and Resident Manager in the on-site Management Office to ensure efficient day-to-day operation and management of a 360-unit luxury cooperative residential building.
DutiesCommunicates with shareholders on building notices and policiesDelivers exceptional customer service by providing answers to shareholder questions or complaints, either in- person, by phone, and emailCorresponds with shareholders to enforce the House Rules and Proprietary LeaseCommunicates with Douglas Elliman corporate office staff regarding accounts payables, accounts receivables, financial analyst, and closing department on shareholder requests or issuesSupports the General Manager, Resident Manager, and Controller with general administrative tasksAssists with day-to-day operations and oversight of 32BJ staff, repairs, and building maintenanceHas a general understanding of how the building systems and maintenance equipment operatesResponds to maintenance calls and coordinates with engineers and porters to ensure tasks are scheduled and completed.Respond to resident and vendor phone calls, emails and messages in a timely mannerFollow-up with residents, maintenance staff, and vendors on work orders and resolutionsMaintains inventory spreadsheet for all parts pertaining to repairs done for shareholders, tracks work orders, charges apartments for parts & labor.Coordinate access to apartments and schedule with shareholders of the following, but not limited to: (i.e.: Fire Alarm testing and inspections, vendor repairs, move-ins, move-outs, exterminating, water leaks including all other emergencies, and/or maintenance/management department matters)Maintains accurate payroll documentation on a weekly basis for a staff of 38 employees. Tracks sick time, personal days, vacation etc.Draft and distribute memos, notices and other correspondence to shareholders and vendorsWork with the Resident Manager to coordinate and communicate construction-related shutdowns; schedule and coordinate with outside vendors when necessary to allow for smooth process.REQUIREMENTS:
Detail-oriented and organized with superb follow-up skillsCustomer Service experienceAnswer incoming phone calls in a pleasant and courteous mannerAbility to multi-task and prioritize tasksExcellent oral and written communication skillsFollows instructions and performs duties with minimal supervisionNot flustered by urgent requests and able to act quickly in case of an emergency by contacting shareholders as needed to provide access to maintenance staffWorks effectively with management and local 32BJ Union staff with a positive and professional attitude at all timesEffective positive communication via phone, radio, email, in person and able to work under pressureOther Skills: Experience with Building Link, AvidXchange, Site-Compli, Yardi Systems, MS Excel, MS Word, MS PowerPoint, MS Outlook, MS Teams, Adobe Acrobat, Zoom
MORE DETAILED LIST OF SPECIFIC ADMINISTRATIVE TASKS
Board Meetings & Annual Meetings
Coordinates and attends monthly board meetings, prepares board packages, and writes meeting minutesAttends annual meetings to take attendance and tabulate the election resultsMake arrangements for the location and set up of Annual and Special meetingsApartment Alterations
Familiar with building's alteration agreement & approval processProcess the initial review of the plans; collect the appropriate documentation and maintain apartment alteration file to ensure all insurance, license, DOB paperwork, and plans were properly submitted.Acts as liaison with shareholder and building's reviewing architect to obtain approvalEnsures that neighbor notification is sentTrack apartment alterations for completion/timing/DOB sign-off/return of depositCoordinates with Skyline Windows representative to schedule window repair appointments with shareholdersEnsures that neighbor notification letters are sent to surrounding apartments before window replacement projects beginBuilding Amenities, Move-ins, Daily Deliveries/Vendors, Other Tracking
Maintain and update the BuildingLink database, including maintaining resident contact information, front desk instructions, saving COIs in apartment for security entrance, reviews daily shift log for any important notes left by doormenMaintain storage bin/bike room listings and waiting listsMaintain gym memberships/annual waiver collectionMaintain personal trainer information - PT certificates, insurance, CPR, etc.Coordinates the scheduling of resident move-ins and move-outsCollects certificates of insurance for deliveries, vendors, and contractorsMaintains updated shareholder homeowner insurance informationCharge Backs & Other Resident Requests Pertaining to Billing
Charge back appropriate charges to tenants such as repairs, architect fees, alteration fees, other misc. chargesCharge it in Yardi, prepare individual letters, with a copy of the bill, and deliver to resident mailboxesRespond to all inquiries concerning maintenance billing and provide general information to the shareholdersRespond to Bank/Appraisal questionnaires and complete in timely fashionPayables
Send invoices to Avid for approvalsPrepare on-line check requests in Avid for payments that do not have invoicesAbatements & Compliance
Coordinate and send out annual mailings to shareholders regarding eligibility for annual coop tax abatementCollects window guard compliance forms annually and send to Douglas Elliman compliance departmentArrears
Produces monthly delinquency reports and follows up with shareholders to reconcile outstanding arrearsCollects maintenance checks and delivers to accounts receivable department
Salary Range: $70,000 - $80,0000
Position Requirements
Full-Time/Part-TimeFull-Time
Experience level required
PositionOn-site Assistant Property Manager
Close Date
Post Internal Days0
Created ByLuis Freites
Number of Openings1
Open Date2/2/2024
LocationManhattan
About the Organization
Our mission is to provide our clients with the most comprehensive and reliable range of services to make their building operations as smooth, efficient and cost-effective as possible. For over 100 years we have been dedicated exclusively to providing the best residential property management to hundreds of buildings in all neighborhoods of the City and beyond.
This position is currently accepting applications.
CategoryBuilding services
Description
Assistant Property Manager Job Description - Assists the General Manager and Resident Manager in the on-site Management Office to ensure efficient day-to-day operation and management of a 360-unit luxury cooperative residential building.
DutiesCommunicates with shareholders on building notices and policiesDelivers exceptional customer service by providing answers to shareholder questions or complaints, either in- person, by phone, and emailCorresponds with shareholders to enforce the House Rules and Proprietary LeaseCommunicates with Douglas Elliman corporate office staff regarding accounts payables, accounts receivables, financial analyst, and closing department on shareholder requests or issuesSupports the General Manager, Resident Manager, and Controller with general administrative tasksAssists with day-to-day operations and oversight of 32BJ staff, repairs, and building maintenanceHas a general understanding of how the building systems and maintenance equipment operatesResponds to maintenance calls and coordinates with engineers and porters to ensure tasks are scheduled and completed.Respond to resident and vendor phone calls, emails and messages in a timely mannerFollow-up with residents, maintenance staff, and vendors on work orders and resolutionsMaintains inventory spreadsheet for all parts pertaining to repairs done for shareholders, tracks work orders, charges apartments for parts & labor.Coordinate access to apartments and schedule with shareholders of the following, but not limited to: (i.e.: Fire Alarm testing and inspections, vendor repairs, move-ins, move-outs, exterminating, water leaks including all other emergencies, and/or maintenance/management department matters)Maintains accurate payroll documentation on a weekly basis for a staff of 38 employees. Tracks sick time, personal days, vacation etc.Draft and distribute memos, notices and other correspondence to shareholders and vendorsWork with the Resident Manager to coordinate and communicate construction-related shutdowns; schedule and coordinate with outside vendors when necessary to allow for smooth process.REQUIREMENTS:
Detail-oriented and organized with superb follow-up skillsCustomer Service experienceAnswer incoming phone calls in a pleasant and courteous mannerAbility to multi-task and prioritize tasksExcellent oral and written communication skillsFollows instructions and performs duties with minimal supervisionNot flustered by urgent requests and able to act quickly in case of an emergency by contacting shareholders as needed to provide access to maintenance staffWorks effectively with management and local 32BJ Union staff with a positive and professional attitude at all timesEffective positive communication via phone, radio, email, in person and able to work under pressureOther Skills: Experience with Building Link, AvidXchange, Site-Compli, Yardi Systems, MS Excel, MS Word, MS PowerPoint, MS Outlook, MS Teams, Adobe Acrobat, Zoom
MORE DETAILED LIST OF SPECIFIC ADMINISTRATIVE TASKS
Board Meetings & Annual Meetings
Coordinates and attends monthly board meetings, prepares board packages, and writes meeting minutesAttends annual meetings to take attendance and tabulate the election resultsMake arrangements for the location and set up of Annual and Special meetingsApartment Alterations
Familiar with building's alteration agreement & approval processProcess the initial review of the plans; collect the appropriate documentation and maintain apartment alteration file to ensure all insurance, license, DOB paperwork, and plans were properly submitted.Acts as liaison with shareholder and building's reviewing architect to obtain approvalEnsures that neighbor notification is sentTrack apartment alterations for completion/timing/DOB sign-off/return of depositCoordinates with Skyline Windows representative to schedule window repair appointments with shareholdersEnsures that neighbor notification letters are sent to surrounding apartments before window replacement projects beginBuilding Amenities, Move-ins, Daily Deliveries/Vendors, Other Tracking
Maintain and update the BuildingLink database, including maintaining resident contact information, front desk instructions, saving COIs in apartment for security entrance, reviews daily shift log for any important notes left by doormenMaintain storage bin/bike room listings and waiting listsMaintain gym memberships/annual waiver collectionMaintain personal trainer information - PT certificates, insurance, CPR, etc.Coordinates the scheduling of resident move-ins and move-outsCollects certificates of insurance for deliveries, vendors, and contractorsMaintains updated shareholder homeowner insurance informationCharge Backs & Other Resident Requests Pertaining to Billing
Charge back appropriate charges to tenants such as repairs, architect fees, alteration fees, other misc. chargesCharge it in Yardi, prepare individual letters, with a copy of the bill, and deliver to resident mailboxesRespond to all inquiries concerning maintenance billing and provide general information to the shareholdersRespond to Bank/Appraisal questionnaires and complete in timely fashionPayables
Send invoices to Avid for approvalsPrepare on-line check requests in Avid for payments that do not have invoicesAbatements & Compliance
Coordinate and send out annual mailings to shareholders regarding eligibility for annual coop tax abatementCollects window guard compliance forms annually and send to Douglas Elliman compliance departmentArrears
Produces monthly delinquency reports and follows up with shareholders to reconcile outstanding arrearsCollects maintenance checks and delivers to accounts receivable department
Salary Range: $70,000 - $80,0000
Position Requirements
Full-Time/Part-TimeFull-Time
Experience level required
PositionOn-site Assistant Property Manager
Close Date
Post Internal Days0
Created ByLuis Freites
Number of Openings1
Open Date2/2/2024
LocationManhattan
About the Organization
Our mission is to provide our clients with the most comprehensive and reliable range of services to make their building operations as smooth, efficient and cost-effective as possible. For over 100 years we have been dedicated exclusively to providing the best residential property management to hundreds of buildings in all neighborhoods of the City and beyond.
This position is currently accepting applications.