Assistant Job Overview: As the Assistant to the Property Manager at One Stop Management LLC, you will play an essential role in supporting the day-to-day operations of property management and assisting executive leadership with various business needs. This role requires exceptional organizational skills, effective communication, and the ability to adapt in a fast-paced environment. The ideal candidate is detail-oriented, proactive, and eager to contribute to a dynamic and growing team.
Location: On-site, Bath Beach, Brooklyn (REMOTE / HYBRID WORK NOT AN OPTION) Job Type: Full-time Hours: Monday - Friday, 9:00 AM - 6:00 PM Company: One Stop Management LLC Key Responsibilities: Tenant Relations & Communication: Act as the primary point of contact between the Property Manager and tenants, responding to inquiries, addressing maintenance requests, and resolving tenant concerns professionally. Distribute important notices regarding property updates, maintenance schedules, and policy changes to ensure clear communication. Lease & Document Management: Assist in the preparation, review, and administration of lease agreements, renewals, and terminations. Maintain accurate and up-to-date records for all leasing documents, ensuring timely execution and compliance with deadlines. Track lease expirations and coordinate renewals. Maintenance & Vendor Coordination: Coordinate maintenance requests and ensure they are handled promptly. Schedule and communicate with vendors, contractors, and maintenance staff, track work orders through completion, and verify tenant satisfaction with services. Rent Collection & Financial Support: Support the Property Manager in tracking rent payments, managing late payments, and issuing receipts. Assist with generating financial reports and ensuring all transactions are accurately recorded and submitted within required deadlines. Scheduling & Event Management: Manage the Property Manager's and executive leadership's calendars, coordinating property inspections, maintenance services, and meetings. Ensure appointments are efficiently scheduled and documented to avoid conflicts. Move-In & Move-Out Coordination: Facilitate tenant move-ins and move-outs by preparing necessary documentation, conducting pre- and post-occupancy inspections, and overseeing move-out checklists. Provide new tenants with essential property information and welcome materials. Vendor & Contractor Management: Assist the Property Manager in managing relationships with vendors and contractors by scheduling services, processing invoices, and tracking performance. Ensure vendor activities comply with contracts and meet quality standards. Reporting & Data Management: Prepare reports for property management and executive leadership, including financial summaries, occupancy reports, maintenance logs, and vendor performance assessments. Maintain accurate data to support decision-making. Administrative Support: Provide administrative support to the Property Manager and executive leadership, managing phone calls, correspondence, meeting preparation, and document organization. Assist with special projects to ensure smooth operations. Compliance & Risk Management: Ensure all property management activities comply with relevant regulations, health and safety standards, and company policies. Prepare for inspections, audits, and compliance reviews by maintaining thorough and accurate documentation. Ad-Hoc Project Support for Executive Leadership: Provide direct support to executive leadership for special projects as needed, including research, report preparation, event coordination, or other business-related tasks to achieve company objectives. Qualifications: Proven experience as an assistant or in a similar role. Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Ability to manage multiple tasks and prioritize effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience in property management or real estate is a plus. Active NYS Real estate license is a plus, but not required. Ability to work independently and as part of a team. Benefits: Competitive salary Health, dental, and vision insurance Paid time off (PTO)