Assistant Property Manager

Empire State Realty Trust•New York, NY

12d•$115,000 - $130,000•Onsite

About The Position

The Assistant Property Manager reports to the Operations Manager and supports the daily operations and financial administration of the Empire State Building. The role works closely with tenants, building teams, and contractors to respond to service requests, coordinate operational activities, and maintain strong tenant relationships. It requires a detail-oriented, organized, and proactive approach, strong communication skills, and a commitment to responsive tenant service. The Assistant Property Manager maintains a regular presence throughout the property, identifies tenant concerns, and follows issues through to resolution. The regular on-site schedule is Monday through Friday, 9:00 AM to 6:00 PM. Flexibility to work outside these hours, including evenings, weekends, and holidays, is required as needed for building emergencies, scheduled shutdowns, tenant activities, special events, and other operational needs. The position supports budgeting and financial administration, building operations, systems reporting and administration, tenant relations, and vendor coordination. The company describes itself as a NYC-focused REIT and a leader in energy efficiency and indoor environmental quality, with a portfolio fully powered by renewable wind electricity.

Requirements

Strong customer service skills and an approachable, professional manner; ability to listen, respond thoughtfully, and follow requests through to resolution.
Clear written and verbal communication, including preparing tenant notices and explaining service updates to tenants, vendors, and building teams.
Strong organizational skills and attention to detail; ability to prioritize requests, meet deadlines, maintain accurate records, and keep others informed.
Strong understanding of property financial administration, including purchase orders, invoices, tenant charges, budget tracking, and variance reporting.
Proficiency in Microsoft Office, particularly Excel, Outlook, and Word, including organizing data, using formulas, and preparing clear reports.
Ability to learn property management systems and follow established workflows.
Knowledge of commercial building operations and maintenance, with willingness to learn ESB systems, service standards, and safety procedures.
Ability to collaborate across departments, take initiative on assigned tasks, and recognize when an issue requires management attention.
Sound judgment and composure when addressing tenant concerns, competing priorities, or unexpected operational issues.
Bachelor’s degree in real estate, business, finance, accounting, hospitality management, or a related field, or equivalent relevant experience.
Two to three years of commercial property management experience.
Hands-on experience with property financial administration, including budget preparation, forecasts, variance reports, purchase orders, invoices, accruals, and tenant billing.
Demonstrated experience delivering responsive customer service and coordinating with tenants, vendors, and building teams.
Ability to work on-site Monday through Friday, 9:00 AM to 6:00 PM, with flexibility for evenings, weekends, and holidays as operational needs require.
Ability to lift up to 15 pounds at times and walk for prolonged periods, including ascending and descending stairs for building inspections.

Nice To Haves

Commercial property management experience at a large Class A office property.
Familiarity with Yardi and Prism or comparable property management systems.
Exposure to union building operations and coordination of after-hours services.
Progress toward an RPA, CPM, or comparable industry credential.

Responsibilities

Help prepare the annual operating budget and quarterly reforecasts.
Use Yardi to manage purchase orders, invoices, accruals, reallocations, and accurate project and general ledger coding.
Review open purchase orders and aging invoices with appropriate teams.
Prepare operating variance reports, explain material differences from budget and forecast, identify cost and timing issues, and recommend corrective action.
Maintain project cost reports reconciling approved budgets, commitments, pending changes, invoices, accruals, forecasts, and remaining exposure; flag potential overruns before commitments are made.
Work with Accounting and Finance to resolve coding and payment discrepancies, support month-end and year-end close, and deliver timely, well-supported management reporting.
Provide responsive tenant service through regular contact, prompt follow-up, and clear communication from initial request through resolution.
Monitor tenant requests and work orders in Prism; coordinate with Engineering, Cleaning, Security, and other teams; confirm timely completion; and escalate repeat issues or delays to the Operations Manager.
Conduct routine rounds of common areas, tenant floors, amenities, and public-facing spaces; identify maintenance, cleanliness, access, and service concerns; and follow through on corrective action.
Support daily operational priorities, tenant requests, scheduled maintenance, and outstanding service items.
Oversee freight elevator reservations, deliveries, tenant moves, vendor access, and after-hours work; confirm required work tickets, insurance documentation, and approvals before work proceeds.
Assist with planned shutdowns and service interruptions, coordinate tenant notices and access, and help schedule work to minimize disruption to tenants, restaurants, the Observatory, and building operations.
Coordinate tenant and visitor access issues with Security and technology teams, and keep tenants informed through resolution.
Support Security and building leadership during incidents and emergencies by coordinating requested resources, communicating operational impacts, and following up on assigned actions.
Assist with overtime records, labor cost allocations, and documentation for billable tenant services.
Develop working knowledge of the Local 30 and Local 32BJ commercial building agreements and follow management direction on labor matters.
Support daily operations of the Empire Lounge, fitness center, conference facilities, and other amenities, including reservations, event setup, building services, and service issues.
Assist marketing and events teams with logistics for activations.
Coordinate with the Observatory and retail teams on shared access, deliveries, events, and other activities affecting building operations.
Use Yardi for purchase orders, invoice processing, tenant service charges, and budget tracking; verify supporting documentation and account coding.
Use Prism to track tenant requests, work orders, inspections, and recurring tasks; follow up on overdue items and flag repeat service issues to the Operations Manager.
Maintain operational trackers and prepare concise updates on tenant concerns, outstanding work orders, vendor follow-up, service interruptions, and upcoming building activities.
Compile records for billable tenant services, including overtime HVAC, freight, engineering support, and security coverage, and coordinate with appropriate teams to support accurate, timely billing.
Maintain organized records for service contracts, purchase orders, vendor insurance, permits, approvals, tenant notices, and operating procedures.
Help improve system use and daily workflows to reduce missed requests, duplicate entries, billing delays, and gaps in tenant communication.
Build strong tenant relationships through regular contact, attentive service, and prompt follow-through.
Keep tenants informed of service interruptions, scheduled work, access requirements, and upcoming building activities through clear, timely communication.
Coordinate with vendors and service providers to confirm schedules, access, and service expectations; report delays or performance concerns to the Operations Manager.
Work with Property Management, Engineering, Cleaning, Security, Fire and Life Safety, Leasing, Accounting, and the Observatory to resolve tenant concerns and coordinate services.
Represent ESRT professionally, using sound judgment and a welcoming, service-focused approach.
Maintain current Yardi and Prism records and ensure assigned tasks, outstanding items, responsible parties, and next steps are documented clearly.

Benefits

Competitive base salary and discretionary annual bonus.
Health, dental, and vision insurance.
Company-sponsored life, AD&D, STD (with Salary Continuation), and LTD insurance.
Voluntary Enhanced LTD Program.
Voluntary Hospital, Accident, and Cancer Programs.
401(k) with 100% match up to 5%.
Paid parental leave.
Pre-tax transit accounts.
Employee Assistance Program for emotional, financial, and legal support.
Generous paid time off.
Flexible remote work time.
Flexible Summer Fridays.
Employee engagement programs.
Volunteer time off.
Continuing education.
Complimentary Empire State Building Observation Deck access.
Complimentary gym membership and other wellness benefits.
Employee Discount Programs.