Job Description

Assistant Property Manager

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities.

Job Description

Position Summary:

The Assistant Property Manager supports the effective operation and management of a portfolio of 18 small office buildings across 9 states. This role assists local onsite managers with administrative, operational, and tenant-service responsibilities to ensure each property is maintained to ownership standards. The Assistant Property Manager reports directly to the Vice President of Development & Facilities.

Essential Duties And Responsibilities:

Assistant Property Manager Responsibilities shall include:

• Property Operations & Building Condition
• Conduct scheduled remote and periodic onsite inspections to verify building conditions, cleanliness, safety, and curb appeal; document findings and follow through to resolution.
• Maintain and update building profiles (age, systems, warranties, service histories, critical equipment logs).
• Ensure adherence to preventative maintenance (PM) schedules for MEP systems, roofs, life-safety systems, elevators, and common areas.
• Vendor & Contract Management
• Source, onboard, and coordinate third-party vendors (janitorial, landscaping, HVAC, fire/life safety, elevator, security, waste).
• Assist in the RFP processscope creation, bid comparison, recommendations, and contract execution.
• Verify certificates of insurance and compliance prior to vendor engagement.
• Maintenance & Repair Coordination
• Triage maintenance requests and dispatch appropriate vendors; prioritize urgent issues and communicate ETAs/status to onsite staff and tenants.
• Obtain quotes for repairs, review proposals for scope completeness, and coordinate approvals.
• Maintain accurate records of completed work, warranties, and repeat issue tracking.
• Project & CapEx Support
• Support onsite managers with small capital projects, tenant improvements, and common area upgrades.
• Prepare project trackers, schedules, and status updates; monitor timelines, milestones, and vendor deliverables.
• Assist with punch lists, close-out documents, and warranty handoffs.
• Compliance, Safety & Risk Management
• Help ensure compliance with local/state codes, fire/life safety, accessibility standards, and environmental requirements across all jurisdictions.
• Coordinate required inspections, testing, and certifications (e.g., PCAs, fire extinguishers, sprinklers, elevators).
• Support incident reporting, root cause analysis, and corrective action plans; maintain safety logs and MSDS where needed.
• Assist in emergency preparedness planning and drills with onsite teams.
• Tenant Relations & Service
• Support onsite managers with tenant onboarding, move-ins/outs, rule enforcement, and communications.
• Monitor and improve tenant satisfaction via response time, communication quality, and resolution tracking.
• Assist with tenant lease-related issues such as notices, maintenance responsibilities, rent issues, etc.
• Financial & Administrative Support
• Assist with operating and capital budget inputs (quotes, scope definitions, vendor rates, timelines).
• Review and process invoices; verify accuracy against contracts and work completion.
• Reporting & Portfolio Coordination
• Maintain weekly/monthly dashboards for work orders, inspections, compliance calendars, and project progress.
• Consolidate portfolio-wide insights to identify trends, recurring issues, and opportunities for standardization.
• Provide status reports to senior property management and participate in portfolio review meetings.
• Travel
• Travel periodically to priority buildings for projects and inspections (approximately 6 site visits per year).

Physical/Other Requirements:

• Ability to walk properties, access mechanical spaces, and occasionally lift up to 2530 lbs.
• Valid driver's license

Financial & Administrative Duties:

• Assist with the preparation of annual budgets, monthly financial reports, and variance analysis.
• Process accounts payable and receivable, ensuring timely and accurate entries.
• Maintain lease files and assist with abstracting lease terms.
• Other duties as assigned.

Requirements

Qualifications:

• Bachelor's degree in Business, Real Estate, or related field preferred.
• Familiarity with building systems (HVAC, electrical, plumbing), janitorial standards, and life-safety basics.
• 2+ years of experience in property management or commercial real estate.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in property management software (e.g., Yardi, ProLease) and Microsoft Office Suite. Specifically Excel.
• Ability to travel occasionally to remote properties.

Key Competencies:

• Customer-focused mindset with strong problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Financial acumen and understanding of property operations.
• Attention to detail during property inspections.
• Must be able to work well with others in a team environment.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Job Tags

Similar Jobs