Assistant Property Manager Jobs

About The Position

Requirements

• Experience in property management or real estate operations
• Strong written and verbal English communication skills. Must speak and write in Spanish
• Excellent organizational skills and follow-through.
• Ability to manage multiple tasks simultaneously and with minimal oversight.
• Familiarity with digital tools such as Google Workspace, and property management systems.
• Ability to self-manage without constant oversight
• Ability to use Ai tools like Claude and Chat GPT to create high quality work product and drive efficiency in day to day work

Nice To Haves

• Familiarity with property management systems like Buildium, especially AppFolio, or similar.
• Working knowledge of leasing, compliance, or facilities coordination.
• Familiarity with google workspace

Responsibilities

• Tenant Coordination Serve as a point of contact for tenants and prospects, managing high-volume communication across phone, email, and Buildium (Resident Center) with professionalism and responsiveness.
• Manage tenant inquiries, complaints, and maintenance requests end-to-end, ensuring timely resolution and adherence to tenant access protocols to uphold transparency and accountability.
• Maintain accurate, real-time documentation of all tenant interactions and requests within property management systems to ensure traceability, consistency, and operational visibility.
• Operations Oversight Support day-to-day operations of residential properties in Harlem, contributing to regulatory compliance (NYC housing standards) and a consistently high-quality tenant experience.
• Triage maintenance requests by urgency (emergency, urgent, routine), applying sound judgment to prioritize response times and resource allocation.
• Coordinate with internal maintenance teams, cleaning staff, and external vendors on scheduling, access logistics, and job execution, ensuring alignment across stakeholders.
• Track work order progress from initiation through completion, proactively identifying delays, quality concerns, or inefficiencies and escalating where necessary.
• Maintain and update compliance-related logs (e.g., smoke detector inspections, pest control schedules, unit condition reports) to ensure audit readiness and regulatory adherence.
• Organize and maintain digital property records, including leases, certificates of insurance, and move-in/move-out documentation, ensuring accuracy and accessibility.
• Manage building access systems (e.g., ButterflyMX, DOOR, UniFi), including onboarding and offboarding tenant credentials and troubleshooting access-related issues.
• Leasing & Tours Coordinate and schedule property tours across Artifact Living and The Harlem Collective, ensuring a seamless, well-prepared, and professional viewing experience.
• Maintain comprehensive and up-to-date leasing records across residential, office, and retail portfolios, ensuring alignment between documentation and system data.
• Track lease expirations and actively support the renewal process, including preparing documentation and coordinating timely tenant communication.
• Monitor occupancy performance across asset types (residential, retail, office), contributing to strategies aimed at sustaining strong occupancy levels.
• Support marketing efforts for vacant units and spaces, collaborating on initiatives that enhance visibility and attract qualified prospects.
• Move-Ins and Move-Outs Coordinate and oversee tenant move-in and move-out processes, including inspections, key handovers, and detailed documentation of unit condition to ensure compliance with lease terms.
• Manage pre- and post-move workflows, including scheduling inspections, coordinating utility setup/disconnection, and ensuring cleaning and maintenance readiness for incoming tenants.
• Track and support security deposit workflows, including documenting deductions, monitoring timelines, and flagging outstanding actions to ensure timely returns in compliance with NYC regulations.
• Reporting & Communication Provide structured, regular updates to the Property Manager on open issues, leasing activity, operational risks, and building performance.
• Maintain accurate trackers and operational records to support internal reporting, performance monitoring, and data-informed decision-making.
• Assist in compiling tenant satisfaction insights and operational summaries to inform continuous improvement initiatives.
• Additional Responsibilities Perform other duties as required to support evolving business and operational needs.

Benefits

• Paid Time off and sick leave