Assistant General Manager

Barkan Management Company•Cambridge, MA

17d

About The Position

The Assistant General Manager (AGM) works with and reports to the General Manager (GM) in running the day-to-day operations of a [property type and location]. The AGM assists the GM in responding to Resident questions and requests, coordinating the delivery of condominium services, scheduling daily activities and meetings, preparing correspondence, maintaining files, and updating Resident rosters. The AGM is responsible for directing Concierge staff in serving the residents requests. The duties posted above are intended to reflect generalizations of the immediate expectations and are not intended to be inclusive of all duties of which the AGM is responsible.

Responsibilities

Respond to daily owner/resident emails for wide variety of questions/requests
Code, scan, and enter all invoices in Yardi and resolve any invoice discrepancies
Maintain unit lease list with lease expiration date info
Run monthly AR reports from Yardi Core/Voyager, apply late charges as needed run Statements
Contact residents monthly about late condo fees or unpaid fines and send ledgers when needed
Assist with new resident/owner Orientations and add new info to BuildingLink and update files
Assist with scheduling all resident moves in/out and deliveries.
Maintain and distribute Lot U documentation (new licenses, owner/vehicle info) and program access
cards and update Lot U spreadsheet and forward all info to developer DivcoWest (Lot U owners)
Direct correspondence with collection attorney about unit accounts in collections
Attend monthly meeting with Trustees (last Tuesday of month at 6pm)
Maintain Utility Cost Tracking spreadsheet
Email owners about bi-annual HVAC PM service with Hohmann and Unique Indoor Comfort
Process Miscellaneous Adjustment Forms for all orders of filters, bulbs, fobs, pucks, and unit fines
Provide HVAC filter, bathroom bulb, fob, and garage puck orders to residents when requested
Issue new/additional building access fobs and do monthly maintenance on Pro-Watch system
Cover Tango Concierge desk for lunch
Assist General Manager and Facilities Manager with special projects
Send mass unit owner/resident notifications from Management via email/BuildingLink
Process all Condo Questionnaire and 6(d) requests
Go to locksmith for copies of unit, mailbox and building keys
Routine office filing
Ensure new and existing vendors submit required insurance and professional license info
Assist with research and order of supplies for site
Provide unit and building area access to vendors
Get KeyTrak keys out for special projects, resident lock outs, vendors etc.
Call fireboxes in/out with City of Cambridge for fire alarm repairs and quarterly inspections
Maintain multiple unit owner lists with updated contact, parking, closing, etc. info
Program new residents into Sierra lobby intercom
Cover for General Manager for on-call emergencies during vacation or sick time