Assistant Property Manager

POSITION SUMMARY

The Assistant Property Manager will play a crucial role in overseeing the comprehensive management of all building operations for approximately 1 million square feet of Class A office space. This role involves overseeing building staff, coordinating tenant services, and ensuring compliance with building policies and procedures. The Assistant Property Manager will also support the Property Manager in developing budgets, managing special projects, and maintaining property files and records. This position requires strong supervisory and administrative skills, a basic understanding of electrical and mechanical systems, and the ability to handle multiple tasks effectively.

RESPONSIBILITIES

• Establish and maintain procedures to properly administer all purchase orders processing, payroll administration, accounts payable, accounts receivable, and related correspondence
• Utilize working knowledge of all building accounting systems, accruals, and reclassification
• Assist Property Manager in developing annual budgets, quarterly reforecasts and monthly variances, including Operating, Tenant Improvement, and CapEx projects
• Provide knowledgeable of ownership’s policies and procedures and Union (32B-J, Local 94) Commercial Building Agreements
• Administer all special projects that are assigned by the Property Manager and Portfolio Manager
• Assist Property Manager in ongoing leasing program including review of leases for compliance, notification, updates, escalations, late charges, statements, and insurance compliance
• Assist in the coordination of tenant move-ins and outs and completion of associated paperwork
• Coordinate with Property Manager in the issuance of notices relating to tenants, security, janitorial, or project issues
• Oversee engineering and building staff, meet with the Chief Engineer and/or Superintendent on a daily basis to coordinate ongoing work and the building’s repair and maintenance program
• Direct the day-to-day operations of the security and cleaning contractors
• Schedule overtime and vacations to provide adequate coverage of building functions
• Ensure adequate and qualified replacements when absences or vacancies occur in the security and cleaning staffs
• Manage the operation of tenant service requests, ensuring timeliness of service calls and the proper dispatch of requests to building trades
• Assign and monitor maintenance and custodial tasks as called for by tenant or management request
• Coordinate special work orders, trash removal and freight car usage
• Assign work priorities
• Ensure employee duties/responsibilities and building policies/procedures is understood by the staff
• Update reports for weekly and monthly meetings with ownership
• Implement and maintain property files, manuals, and records
• Assist in monitoring all on-going maintenance/construction projects performed by external contractors
• Coordinate all "Slip & Fall" and related bodily injury insurance issues utilizing full knowledge of all building insurance coverage and report all accidents with complete details to insurance carrier
• Maintain current required insurance certificates for contractors and vendors
• Assist Property Manager in contract bid process including preparation of RFP documents and bid evaluation
• Review and evaluate fire safety system permits to ensure compliance with applicable fire codes
• Oversee all required training including, but not limited to OSHA, Hazard Communication, Mold, Asbestos, Fire Safety, etc. on an as-needed basis and distributes relevant memorandums
• Analyze and oversee the maintenance of all building inspections and records
• Coordinate and advise of emergency trade responses with management and trades
• Perform daily inspections to ensure building standards are being adhered to and enforce in-house cleaning programs, cleaning contracts, and performance of routine maintenance tasks
• Inspect areas under construction daily
• Coordinate building service (i.e., freight, security, cleaning, engineering, fire watch) for after-hour construction, maintenance, tenant moves, and any other special projects
• Work with HR department on any disciplinary action
• Meet with tenants on a regular basis to ensure tenant satisfaction
• Prepare monthly overtime reports and reallocate labor costs to projects as needed
• Assist the Property Manager on ad hoc analysis and reporting
• Evaluate lease proposal from an operation and LL work perspective

WHAT SUCCESS LOOKS LIKE

• Be self-driven
• Make strong communications a core competency
• Have a positive attitude and be a forward thinker
• Have a long-term strategy and set goals
• Find opportunities where others see obstacles
• Be decisive, curious, and engage your tenants, colleagues, and staff
• Present a well maintained, operational, safe property

REQUIRED SKILLS / ABILITIES

• Ability to handle multiple tasks, coordinate, manage, and communicate effectively
• Proven experience leading and supporting performance management processes for direct reports, including goal setting, regular feedback, development planning, and performance evaluations to drive individual and team success
• Strong administrative skills
• Basic understanding of electrical/mechanical systems, and construction
• Maintain a professional presence
• Knowledge of Yardi and Building Engines preferred
• Basic Project Management experience a plus

EDUCATION & EXPERIENCE

• Bachelor's degree or equivalent experience
• Minimum of five (5) years property, maintenance and construction experience
• Minimum of three (3) years supervisory and management experience

WHAT YOU CAN EXPECT

• At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our Company Culture & Success Factors -
• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive – you possess a service-oriented attitude with excellent follow through

 

$110,000 - $125,000 a year

Salary is based on several factors including but not limited to education, work experience, job location, size of property where applicable, and/or certifications. In addition to your base salary, ESRT provides discretionary annual bonuses.

 

ESRT is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because they drive curiosity, innovation, and the success of our business. We do not discriminate based on race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, reproductive choices, age, marital status, veteran status, disability status, pregnancy, parental status, caregiver status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Reasonable accommodations that do not create an undue hardship for the Company are available for applicants and employees with disabilities or sincerely held religious beliefs.