Assistant Property Manager

FirstService Residential is looking for an Assistant Property Manager to work on a portfolio of properties based out of our Brooklyn office. Job responsibilities include, but are not limited to, the following: Responsible for assisting with the daily management of a 27 building portfolio of hi-rise cooperative and condominium properties by working with the Team Leader and various Property Managers on the team. Function as the "go-to" person and a team coordinator. Assist with all aspects of building management. Act as liaison between Board of Directors, tenants and Company. Consistently maintain knowledge and changes of the properties. Write, prepare, and distribute all memos, notices, and other correspondences in regards to building changes, updates, or property information. Maintain the accuracy of the building and tenant files and documents to ensure accurate records are kept. Conduct building site visits in accordance with New York regulations. Inspect tenant units upon permission of access with respect to alterations and work orders. Assist in the inspections of the building facilities to help guarantee appropriate property maintenance and address all maintenance and building emergencies. Arrange potential buyer interviews with the Board of Directors of the building. Responsible for reviewing the potential buyer's application consisting of personal financial statements, credit reports, background checks and other confidential information including social security number and bank information. Responsible for receiving and conveying the Boards decision regarding the sales or sublease application by notifying the buyer, seller, attorney, brokers and internal closing agent. Responsible for distributing immediately the sales approval letter and delivering the file to the closing department within 24 hours of notice of Board approval. Oversee and maintain clients' governing documents as they pertain to By-Laws, Rules, Apartment Sales/Sublets, and Insurances. Update condo/co-op questionnaires through WelcomeLink. Attend board meetings, annual meetings after hours. Aid in coordinating meetings across varies virtual platforms. Maintain Board meeting minutes and ensure minutes are produced timely, accurately, and organized with the latest meeting information. Responsible for property arrears including tracking arrears at least twice per month, sending arrears letters to the appropriate list of tenants, and reviewing and discussing the arrears reports with the property manager when needed. Answer phone calls, messages, and emails promptly; within a few hours but never to exceed 24 hours. Daily checking of the Company's 24/7 Customer Care Call Center log for issues and inquires. Upload of property documents to in-house resident and building database, FSRconnect, and ensure that task lists are kept current. Distribute approved monthly financial reports to the Director of Boards as required. Responsible for the approval of payment of monthly vendor invoices. Handle duties pertaining to annual meetings such as preparation of notices, proxies and etc. Must also attend annual meetings with the property manager/s. Provide questionnaires and insurance certificates for the buildings. Process screening paperwork for prospective building employees. Uses discretion when charging the appropriate fees where applicable. Works closely with the property managers when processing the apartment alteration packages and charge/credit forms. Responsible for assisting in the collection of tenant owner's monthly rent. Assist with the contractor and vendor selection for all capital improvement projects and assignments. Responsible for requiring proper vendor insurance with Vive. Promote ancillary services (e.g. construction management, energy, sales and mortgage brokerage, etc.). Interface with internal departments such as financial management, client payroll, compliance, residential applications and closings, insurance, leasing, energy, and project management. Maintain substantial compliance with Best Practices, particularly FSRconnect. Complete special projects for both clients and managers as assigned. Knowledge, skills & proficiencies: One (1)+ years experience in New York City residential condominium and cooperative property management. Associates or Bachelor's degree preferred. Must have superior verbal and written communications skills and proven customer service exposure. Need to have a high energy type of attitude to deal with the day to day tasks and able to multi-task under pressure and stressful situations. Must be extremely organized, consistent, and flexible and adaptable to change. Proven leadership and teamwork skills and attributes. Proficiency in Microsoft Word, Excel, and PowerPoint and working knowledge of Windows environment necessary. Experience with Yardi Voyager, AvidXchange, ClickPay is a plus.