Assistant Property Manager

Client : Respected NYC Real Estate Organization

Title : Assistant Property Manager

Salary : $70,000-$75,000

Location : NYC
5 days a week for training then would move to a hybrid schedule of 3 days a week onsite per week
Description


A highly established and respected New York City real estate organization is seeking an experienced Assistant Property Manager to support two senior property management professionals overseeing a prestigious residential portfolio.


The Assistant Property Manager will serve as the primary support partner to two experienced Portfolio Property Managers responsible for approximately 12 luxury pre-war cooperative properties totaling roughly 800 residential units .


The portfolio is concentrated on Manhattan's Upper East Side and includes highly prestigious buildings serving sophisticated residents, shareholders, and boards. This position offers the opportunity to learn from property management professionals with extensive institutional and technical knowledge while becoming an essential part of the portfolio's day-to-day operations.


This is an office-based portfolio management position. The Assistant Property Manager will work from the company's Manhattan office and will not routinely travel to the properties.


Schedule


This position follows a hybrid schedule requiring three days per week in the Manhattan office.

• Mondays and Fridays are mandatory onsite days.
• The third onsite day is flexible.
• The remaining two days may be worked remotely.

Key Responsibilities


Portfolio and Property Management Support

• Provide comprehensive administrative and operational support to two Portfolio Property Managers.
• Help coordinate priorities, deadlines, resident requests, board-related responsibilities, compliance requirements, and portfolio documentation.
• Maintain organized and accurate records across multiple properties.
• Follow through persistently on outstanding requests, approvals, documents, invoices, and action items.
• Anticipate the needs of the Property Managers and help ensure that portfolio responsibilities are completed efficiently and accurately.
• Adjust quickly as priorities shift across the portfolio.

Apartment Alterations

• Review building-specific apartment alteration agreements and confirm that required materials have been submitted.
• Conduct the initial review of alteration plans and supporting documentation.
• Coordinate with Property Managers, building architects, residents, contractors, and other involved parties throughout the approval process.
• Track alterations through completion, including project timelines, Department of Buildings sign-offs, required documentation, and the return of alteration deposits.

Building Amenities, Moves, and Resident Records

• Maintain and update resident and building information within BuildingLink.
• Coordinate amenity reservations, applicable fees, required forms, and supporting documentation.
• Maintain storage-bin and bicycle-room records, assignments, and waiting lists.
• Track gym memberships and annual resident waivers.
• Coordinate resident moves with the appropriate building personnel.

Resident Requests and Chargebacks

• Respond to resident and shareholder inquiries regarding billing and general property-related matters.
• Process resident chargebacks in Yardi.
• Prepare and distribute chargeback correspondence with supporting invoices.
• Maintain complete electronic documentation and records.
• Prepare bank, lender, and appraisal questionnaires for Property Manager review.

Board and Annual Meetings

• Assist with the preparation and distribution of monthly board-meeting notices and packages.
• Coordinate logistics for annual, special, and board meetings.
• Attend annual meetings as needed to track attendance and tabulate election results.
• Maintain accurate board-member and property-professional listings.

Compliance and Administrative Tracking

• Prepare and maintain compliance calendars and deadline-tracking systems for assigned properties.
• Monitor required submissions, renewals, filings, and follow-up items.
• Support annual shareholder communications regarding applicable tax-abatement eligibility.
• Maintain organized portfolio files and documentation.

Accounts Payable Support

• Submit invoices through AvidXchange when necessary.
• Prepare online check requests for reimbursements, contractor payment applications, and other payments that do not have traditional invoices.
• Perform light invoice and payment tracking using AvidXchange and Yardi.

Qualifications

• Approximately three to five years of relevant New York City residential property management experience.
• Current or recent experience supporting the management of multiple residential properties simultaneously.
• Experience with cooperative buildings strongly preferred.
• Familiarity with luxury, high-end, or pre-war residential properties is highly desirable.
• Working knowledge of apartment alterations, resident communications, board support, compliance tracking, move coordination, and property-management administration.
• Experience with Yardi, BuildingLink, and AvidXchange is preferred.
• Strong organizational skills and the ability to manage competing deadlines across multiple buildings.
• Demonstrated persistence, follow-through, discretion, and professional judgment.
• Ability to pivot quickly while maintaining accuracy and attention to detail.
• Comfortable supporting experienced Property Managers and learning complex building-specific processes.

EEO Notice


Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.


Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io .


Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

Representation Notice


By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice


Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here ( ). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice


Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.