Associate Property Manager

Salary Range: 75000 to 80000 (Currency: USD) (Pay period: per-year-salary)

ESSENTIAL FUNCTIONS

Property Operations and Service

Participate in property and operational meetings and serve in the Manager-on-Duty (MOD) program, requiring weekend, holiday, and nighttime work as necessary 

Assist in supervising and coordinating security, hospitality, housekeeping, concierge, landscaping, and parking operations, including service meetings, property walks, work orders, and follow-up.

Provide direct oversight and day-to-day support for the Concierge team, fostering a professional, responsive, and team-oriented environment.

Conduct routine inspections to identify maintenance, operational, safety, and aesthetic concerns; coordinate corrective action and track property repairs from initiation through completion.

Coordinate property access and appointments for inspections, maintenance, deliveries, vendor work, tenant improvements, permits, and other site activity.

Monitor open work orders, vendor activity, and recurring operational issues; escalate concerns and provide timely status reporting.

Maintain accurate emergency notification data, tenant and resident contact sheets, access records, vendor logs, guest preferences, and other operating records as assigned.

Respond promptly and courteously to tenant, resident, guest, and vendor inquiries and feedback, documenting requests in designated systems and following through to resolution.

Negotiate and generate service contracts

Retail Tenant Relations and Lease Administration

Serve as a primary operational point of contact for retail tenants regarding property access, vendor coordination, maintenance, property programs, and day-to-day operating needs.

Maintain proactive communication with tenants; address complaints, assist with issue resolution, reinforce lease requirements, and support a positive, service-focused partnership.

Draft, prepare, and distribute tenant correspondence, notices, default letters, memos, lease-related communications, and amendments as needed. 

Track and assist with lease compliance, including required documentation, operating obligations, insurance, storage agreements, and license agreements.

Prepare new-tenant welcome letters and maintain accurate, current tenant manuals and contact materials.

Track relevant operating measures, including tenant satisfaction, retention, compliance accuracy, work-order completion, and the timeliness and quality of communications and reporting.

Residential Operations and Leasing

Support the day-to-day operation and service of the residential component of the property, maintaining responsive communication with residents and coordinating requests with service teams and departments.

Prepare resident correspondence, notices, welcome letters, move-in information and gifts, and current resident manuals; maintain accurate resident contacts, emergency notification records, access information, and guest preferences.

Support residential leasing activities, including prospective resident outreach, inquiry response, property and market research, competitive analysis, wait-list management, tours and follow-up, application and leasing coordination, and maintenance of prospect records.

Assist with lease administration, resident issue resolution, lease enforcement, amendments, renewals, rent collection, and account follow-up in coordination with property management and accounting.

Coordinate resident move-ins, move-outs, deliveries, vendor access, maintenance appointments, and related communications to provide a high-touch residential experience.

Vendor, Facilities, Insurance, and Compliance

Coordinate third-party service providers and on-site vendors, including repairs, preventive maintenance, tenant improvement work, bids, schedules, access, permits, and documentation.

Use working knowledge of building operations and maintenance terminology to communicate effectively with ownership, tenants, residents, vendors, and contractors.

Track and maintain current Certificates of Insurance for tenants and vendors; review documents for compliance with lease and company requirements and follow up on renewals or deficiencies.

Support procurement and administration of service contracts, vendor bids, supplier relationships, furniture, fixtures, and equipment orders in accordance with company requirements.

Maintain organized logs and central files for vendors, executed contracts, service agreements, proof of insurance, license agreements, amendments, and storage leases.

Financial Reporting and Administration

Assist with weekly and monthly sales reports, financial reports, business updates, forecasts, annual budgets, reconciliations, impound letters, supplier payments, and other recurring property reporting.

Process invoices, purchase orders, check requests, expense reports, and related financial transactions accurately and timely, including proper coding, approvals, and supporting documentation.

Prepare and maintain property reports, spreadsheets, correspondence, presentations, executive summaries, and a comprehensive weekly operating summary.

Use Microsoft Office 365 and property management systems to manage calendars, meetings, documents, communications, reporting, and organized records.

Provide administrative support to the Property Manager, which may include scheduling, phones, mail distribution, filing, data entry, expense reporting, office supplies, and departmental logistics.

Marketing, Events, and Community

Collaborate with Marketing and Events to support property programs, promotions, activations, and seasonal initiatives.

Maintain an accurate event log and required event documentation, including permits, applications, insurance, and plot plans.

Monitor property website and social media information for operational accuracy and conduct relevant competitive and market research.

Coordinate the installation and removal of holiday decor and support property-wide seasonal execution.

Support the Property Manager in community involvement and interdepartmental coordination that advances efficient property operations.

Perform additional duties and projects as assigned.

MINIMUM REQUIRED QUALIFICATIONS

3-4 years of experience in property operations, mixed-use or residential operations, vendor coordination, lease administration, or office management.

Exceptional customer service skills and a professional, friendly, and discreet demeanor.

Strong working knowledge of Microsoft Office 365, including Outlook, Excel, Word, PowerPoint, Teams, and SharePoint.

Experience with COI tracking, vendor coordination, service contracts, financial administration, and lease-related documentation.

Familiarity with basic building operations, maintenance terminology, and repair processes.

Excellent written and verbal communication skills with the ability to communicate professionally with tenants, residents, guests, vendors, contractors, and internal stakeholders.

Exceptional organization, attention to detail, project management, time management, and ability to prioritize multiple tasks and deadlines in a fast-paced environment.

Strong problem-solving and interpersonal skills, sound judgment, integrity, and the ability to anticipate needs.

Knowledge of the immediate and surrounding area to provide off-site guidance and recommendations.

Ability to work varied hours, including early mornings, late nights, weekends, and holidays, as required by property operations and MOD coverage.

PREFERRED QUALIFICATIONS:

Experience supporting luxury residential operations and leasing within a mixed-use property.

Proficiency in Yardi Voyager, Yardi CRM, and Concur.

SCHEDULE:This position requires flexibility in work hours and participation in the MOD schedule, including the possibility of early mornings, late nights, weekends, and holidays to meet the demands of the business.