Assistant Property Manager

Douglas Elliman Property Management; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Douglas Elliman Property Management in New York is seeking a detail-oriented coordinator to support apartment alterations, building amenities, and resident services across multiple properties.

You will review plans, collect documentation, liaison with account executives and architects, and track compliance, moves, rent inquiries, and annual meetings. This role also involves coordinating payables and maintaining records in property management systems.

Responsibilities

• Must be familiar with building specific apartment alteration agreements
• Process the initial review of the plans; collect the appropriate documentation and liaison with the Account Executive and building architect to obtain approval.
• Track apartment alterations for completion/timing/ DOB sign off/return of deposit
• Maintain and update all aspects of Building Link
• Coordinate all amenity reservations/fees/documentation
• Maintain storage bin/bike room listings and waiting lists
• Coordinate all resident moves with the Resident Manager
• Charge back appropriate charges, to tenants. Charge it in Yardi, send a letter, with a copy of the bills, save all documentation in the N Drive.
• Respond to all inquiries concerning rent billing and provide general information to the tenant
• Respond to Bank/Appraisal questionnaire for manager’s review
• Attend annual meetings to take attendance and tabulate the election results.
• Decide for the location and set up for all Annual and Special meetings
• Prepare and maintain compliance tracking deadlines for properties
• Maintain the Board/Professional Property list in the attached format
• Provide support for property manager
• When necessary, send invoices to Avid
• Prepare on-line check requests in Avid for payments that do not have invoices – for example- reimbursements and AIAs
• Collaborate with account executive in the preparation and distribution of the monthly board meeting package and notice
• Coordinate and send out annual mailings to shareholders regarding eligibility

Job description

Apartment Alterations

• Must be familiar with building specific apartment alteration agreements
• Process the initial review of the plans; collect the appropriate documentation and liaison with the Account Executive and building architect to obtain approval.
• Track apartment alterations for completion/timing/ DOB sign off/return of deposit

Building Amenities & Moves

• Maintain and update all aspects of Building Link
• Coordinate all amenity reservations/fees/documentation
• Maintain storage bin/bike room listings and waiting lists
• Coordinate all resident moves with the Resident Manager

Resident Charge Backs & Other Resident Requests

• Charge back appropriate charges, to tenants. Charge it in Yardi, send a letter, with a copy of the bills, save all documentation in the N Drive.
• Respond to all inquiries concerning rent billing and provide general information to the tenant
• Respond to Bank/Appraisal questionnaire for manager’s review

Annual Meetings

• Attend annual meetings to take attendance and tabulate the election results.
• Decide for the location and set up for all Annual and Special meetings

Compliance Tracking

• Prepare and maintain compliance tracking deadlines for properties
• Maintain the Board/Professional Property list in the attached format

Support for Account Executive

• Provide support for property manager

Payables

• When necessary, send invoices to Avid
• Prepare on-line check requests in Avid for payments that do not have invoices – for example- reimbursements and AIAs

Meetings

• Collaborate with account executive in the preparation and distribution of the monthly board meeting package and notice.

Abatements

• Coordinate and send out annual mailings to shareholders regarding eligibility.