Assistant Commercial Property Manager

Assistant Commercial Property Manager

The Moinian Group New York City Metropolitan Area (On-site)

Property Management company based in Manhattan is looking for a highly skilled, experienced, and meticulous Assistant Property Manager for a high-traffic commercial property.

Office Property Operations & Field Oversight

1. Assist in the management of a multi-building office portfolio, supporting operational performance, asset value, and tenant retention.
2. Conduct detailed property inspections, including common areas, office floors, building systems, life-safety components, and exterior conditions.
3. Coordinate closely with building staff and other service providers to maintain Class A office standards.
4. Proactively identify operational issues and recommend corrective actions to Property Managers.
5. Participate in emergency response planning and coordinate on-site response as needed.

Tenant Relations & Lease Administration

1. Serve as a primary tenant contact for operational matters, service requests, and escalated concerns.
2. Meet regularly with office tenants to address ongoing needs, resolve issues, and support retention initiatives.
3. Assist with move-ins, move-outs, and office reconfigurations, coordinating access, building rules, and service requirements.
4. Support lease administration, including tracking critical dates, operating expense recoveries, and compliance with lease obligations.
5. Prepare and distribute tenant communications, building notices, and policy updates.

Financial & Administrative Management

1. Independently manage the Certificate of Insurance (COI) process for tenants and vendors, ensuring full compliance with lease and risk management requirements.
2. Issue purchase orders (POs) in accordance with approved budgets and company policies.
3. Audit, code, and process vendor invoices; investigate discrepancies and resolve issues prior to approval.
4. Assist with annual operating budgets, reforecasts, and monthly variance reporting.
5. Track operating expenses, capital expenditures, and vendor costs to support financial controls.

Reporting, Compliance & Documentation

1. Prepare and contribute to comprehensive building activity and management reports for ownership and internal stakeholders.
2. Maintain accurate property records, contracts, insurance documentation, and compliance logs.
3. Assist with audits, life-safety inspections, and regulatory requirements specific to office properties.
4. Ensure vendor contracts, service agreements, and insurance coverage remain current and compliant.

Vendor & Project Coordination

1. Manage day-to-day vendor relationships and performance, including scheduling, scope oversight, and quality control.
2. Solicit and evaluate vendor proposals for maintenance, repairs, and office-related projects.
3. Assist with capital improvement projects and tenant improvement (TI) coordination, working with engineers, architects, and contractors as directed.
4. Monitor project timelines and communicate status updates to Property Managers.

Leadership & Professional Judgment

1. Act as an operational resource within the property management team, exercising independent judgment on routine matters.
2. Mentor junior administrative staff or coordinators as applicable.
3. Always represent the ownership and management team in a professional manner.

Qualifications

1. 3 years of commercial property management experience, with a strong focus on office assets.
2. Demonstrated experience supporting multiple property managers and complex office portfolios.
3. Strong understanding of office building operations, systems, and tenant expectations.
4. Advanced proficiency in property management and accounting systems (e.g. Yardi) and Microsoft Office Suite.
5. Excellent interpersonal, communication, and organizational skills.
6. Ability to manage competing priorities and work both independently and collaboratively.