Assistant to Property Manager

Role and ResponsibilitiesIn this role, you will be ensuring that we are operating our properties safely, in compliance with governmental regulations and requirements, and keeping the buildings in optimal condition in accordance with our exceptional brand and DVORA standard of operation. You are directly responsible for:Member Experience Tickets:In-unit repair (R&M)In-unit preventive maintenanceEmergency responseIn-unit CapExEvictionMove-out inspectionBrand Compliance Tickets:Common area R&MCommon area cleaningCommon area preventive maintenanceProperty CapExTurnoverSupport Building Operations Manager with 105, 365, Prospect processes, and managing overall physical property maintenance, curb appeal, and safety and security for properties; maintain an ownership mindset.Monitor the functions of service contractors and building repair and maintenance contractors.Evaluate repair needs and estimate time needed for repair, including assessing problems to determine whether professional assistance or further instruction is needed to complete taskrepair.Supervise repair quality and direct technicians to meet Brand Standards.Execute schedule for preventative maintenance, cleaning, and painting. Responsible for snow removal.Conduct move-out inspection and evaluate price of repairs needed; provide detailed move-out inspection report.Supervise turnovers; inspect turned units to confirm readiness and approve work. Conduct walkthrough of vacant units and ensure they are tour ready.Handle tickets for common areas and building maintenance; ensure building staff and contractors are set up with appropriate resources (including tools and materials) to perform scheduled and ad hoc maintenance activities and tasks. Work will include property maintenanceimprovement and other related projects; including sprinkler system, fire alarm, electrical, plumbing, heating, ventilation, and air conditioning (HVAC), carpentry, painting, and other building systems. Scope of transactions will include in-unit work orders (ad hoc and in response to government compliance demands), common areas, cleaning and paint schedule, CapEx and emergencies.Assist with insurance claim processing and other required paperwork. Comply with company, government and customer regulations, policies, work procedures, instructions, and deadlines.Be familiar with the Site Emergency Response Plan (SERP) which includes a general operations policy of emergency procedures and evacuation procedure and routes. Assist Building Operations Manager with disaster preparedness by identifying potential problems, developing response plans, managing crises, and participating as a member of the Site Emergency Response Team. Follow local and state requirements and DVORA procedure 121 (Introduction to Emergency Procedures).Assist Property Manager with eviction proceedings as needed, providing access to, and coordinating with the Sheriff's Office.Ensure building staff are familiar with and compliant with all safety and procedural protocol, and maintain a safe work plete required reports including monthly building reports, to include all preventive maintenance, cleaning, common areas, and in-unit vacant and turned units. Incident reports as needed, on safety incidents as well as contractor, staff, or member misconduct incidents. Maintain compliance with Building Department required reporting. Review and maintain weekly property reports from supers and "pass the torch" shift change reports from concierges.Prepare, maintain, and submit reports, contract lists, presentations, documents and manuals as required. Maintain accurate records, files, and communications pertinent to the owners and maintain up to date equipment maintenance logs and emergency shut off procedures book.Micro businesses: Assist with operations of Cargo, Refresh, IT, Handyman, Gallery andor any additional businesses, ensuring services are executed to DVORA standard; high quality, timely, and accurate.Optional based on size of geo-location: Manage scheduling and coverage for our Concierge team.Schedule and publish concierge coverage weekly; locate staff for replacement shifts or fill in as neededEscalate team performance issues to Building Operations ManagerQualifications and Education RequirementsMinimum 2 years' experience in Property Management; or equivalent combination of education and experience.CBMT certificationCertification such as: CFM, FMA, FMP, CPM or equivalentAll local required certification such as fire safetyThorough knowledge of mechanical operations of a building and equipment; knowledge of building systems such as plumbing, heating, electrical, and HVACAn impeccable customer relationship track recordAbility to write reports, business correspondence and procedural manualsProficiency with Microsoft Word, Excel and Outlook requiredAble to respond to emergencies, even after scheduled hoursAbility to identify issues, select and source materials, determine repairs that are needed and estimate cost; ability to understand member impact and proactively address disruptionsAbility to plan maintenance schedules for building systemsPreferred SkillsExcellent written and verbal communication skillsOutstanding organizational and time-management abilitiesAdditional NotesAdditional Notes always ready to adapt and improve

Created: 2025-02-23