Assistant Property Manager POST NUMBER: 458297
Location: 3 days onsite
Salary: $65,000-70,000
Position Summary:
The Assistant Property Manager supports the daily operations and administrative functions of luxury co-op properties, ensuring efficient handling of apartment alterations, resident services, compliance tracking, financial documentation, and meeting coordination. This role acts as a liaison between residents, vendors, and internal staff, maintaining smooth operations and high standards of resident satisfaction.
Key Responsibilities:
Apartment Alterations
- Review and process apartment alteration applications in compliance with building-specific agreements.
- Coordinate initial plan reviews, collect required documentation, and facilitate communication with Account Executives and building architects for approval.
- Track progress of alterations, ensuring timely completion, DOB sign-off, and return of deposits.
- Maintain and update records in BuildingLink, ensuring accurate data on resident services.
- Coordinate amenity reservations, collect applicable fees, and manage related documentation.
- Maintain up-to-date listings and waiting lists for storage bins and bike rooms.
- Administer gym memberships and collect annual waivers.
- Coordinate resident move-ins and move-outs in collaboration with the Resident Manager.
- Process resident chargebacks in Yardi; issue notification letters with backup documentation and maintain digital records.
- Respond to resident inquiries regarding rent billing and general account information.
- Assist in completing bank and appraisal questionnaires for Property Manager review.
- Attend annual and special meetings to record attendance and tabulate election results.
- Arrange venues and logistical setup for meetings.
- Assist in preparing and distributing monthly board meeting packages and notices.
- Maintain compliance tracking systems, ensuring timely follow-ups and documentation.
- Keep updated records of Board Members and Property Professionals in designated formats.
- Provide day-to-day administrative and operational support to the Property Manager or Account Executive as needed.
- Submit invoices to Avid for processing.
- Prepare online check requests for payments not accompanied by invoices (e.g., reimbursements and AIA payments).
- Coordinate the annual mailing of tax abatement eligibility documents to shareholders.
Qualifications:
- Prior experience in property management, real estate, or a related field preferred.
- Familiarity with property management software such as Yardi, Avid, and BuildingLink.
- Strong organizational and communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Proficiency in Microsoft Office Suite.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
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 HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
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.
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.
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.