Assistant Portfolio Property Manager

Job Description

Job Description

Assistant Portfolio Property Manager

Wallkill, NY (hybrid)
$60,000 - 65,000/year

About the Role
We are seeking an Assistant Portfolio Property Manager to support a portfolio of residential communities, including condominiums, cooperatives, and homeowners associations (HOAs). This role works closely with the Portfolio Property Manager to assist Boards of Directors, residents, and vendors, helping ensure each property runs efficiently and stays compliant. This is an ideal opportunity for an organized, service-minded property management professional looking to build toward a full portfolio management role.

Location & Work Environment

• Must be based in New York
• Flexible work model (remote + optional office use)
• Local travel required to properties and client meetings
• Occasional evening board meetings as needed

Key Responsibilities

Board & Community Support

• Support the Portfolio Property Manager in preparing for and attending board meetings, annual meetings, and special meetings
• Draft meeting packets, minutes, and follow-up correspondence
• Help maintain organized records of board decisions and community policies

Operations & Vendor Coordination

• Assist with day-to-day operations across multiple communities
• Help coordinate vendor service contracts (landscaping, maintenance, security, etc.)
• Track bids and proposals and support vendor evaluation
• Schedule and follow up on capital improvement projects, inspections, and preventative maintenance

Compliance & Administration

• Help ensure compliance with HOA/condo governing documents, NY regulations, and insurance requirements
• Support enforcement processes and violation documentation
• Maintain organized records of contracts, policies, and legal correspondence

Resident Experience & Communication

• Respond to routine resident inquiries with professionalism and urgency, escalating as needed
• Help create and distribute community communications, notices, and updates
• Build positive relationships with residents and support community engagement efforts

Qualifications

Required:

• 1+ years of experience in property management, administrative support, or a related field (HOA, condo, or co-op experience a plus)
• Strong organizational skills and attention to detail
• Comfortable managing multiple deadlines across several properties
• Proficiency with Microsoft Office; ability to learn property management software

Preferred:

• Working toward or holding a CMCA or similar certification
• Prior exposure to budgeting, reserves, or capital project support

Benefits

• Medical, Dental, and Vision Insurance (employee contribution required; eligible after 90 days)
• IRA with company match after two consecutive years of employment