Assistant Property Manager

**Assistant Property Manager

We pride ourselves on exceptional service, strong operational standards, and a collaborative management environment. We are seeking a highly organized, proactive, and detail‑oriented Assistant Property Manager (APM) to support daily operations and ensure a seamless experience for residents, staff, and the Board of Managers.

Position Overview

The Assistant Property Manager plays a key role in the administration, communication, financial coordination, and operational oversight of the property. This position supports the Property Manager and works closely with residents, Board members, vendors, and staff. The ideal candidate is tech‑savvy, reliable, and comfortable managing multiple responsibilities in a fast‑paced environment.

Key Responsibilities

Board & Meeting Support

• Prepare Board Meeting agendas, Maintenance Meeting agendas, and Board Meeting packages.
• Maintain and organize Board Meeting minutes (both physical copies and SharePoint files).
• Schedule all Board and committee meetings using the property’s Zoom account and distribute meeting links, phone numbers, and access credentials.
• Assist with Annual Meeting preparation and document management.

Financial & Reporting Duties

• Update the monthly Garage Income Spreadsheet by coordinating with One Parking and providing monthly parking income figures.
• Maintain the EV Charging Usage Spreadsheet using data from the Evoke Systems dashboard.
• Prepare the monthly Arrears Report prior to each Board meeting.
• Collaborate with the Financial Analyst to review the Monthly Financial Package before Board distribution.
• Complete monthly debit card reconciliations for both Management and Leisure Club accounts.
• Process online purchases for the Board using the management debit card and proper billing information.

Document & Data Management

• Ensure all documents are created, saved, and maintained in SharePoint—no local saving permitted.
• Maintain project spreadsheets, capital budget files, and Board lists on SharePoint.
• Support mass printing and mailing needs through NY Digital Print.

Building Operations & Technology

• Assist with BuildingLink communications and resident notifications.
• Manage content for Mail Room Displays and Elevator Displays using the SmartSign2Go platform.
• Coordinate with Security 101 / Digital Watch Dog regarding camera system needs.
• Support office phone system operations (Vonage).
• Use DOB NOW for project filings, signatures, and payments as needed.
• Assist with updates or coordination related to the building website (bayclubcondo.com) via GoDaddy.

Qualifications

• Prior experience in property management, hospitality, or administrative operations preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, SharePoint, Zoom, and web‑based management platforms.
• Ability to work independently while supporting a team environment.
• Professional, courteous, and resident‑focused demeanor.

Work Environment

This role is for a Condominium in Bayside, NY. The APM works closely with the Property Manager, administrative staff, Board members, and residents, and interacts regularly with vendors and service providers.

How to Apply

Interested candidates should submit their resume to Michael.brennan@ellimanpm.com