Associate Property Manager
Palisades Village
Operations – Property Operations /
Salary /
On-site
We are seeking a proactive Associate Property Manager to support the Vice President of Operations, City Region, during the re-building and re-opening phase of a of a dynamic mixed-use commercial property. This role requires someone highly organized and communicative and will be instrumental in supporting the smooth execution of construction projects, facilitating tenant communications, managing administrative functions, preparing reports and presentations, and ensuring operational efficiency across departments. The ideal candidate is detail-oriented, thrives in a fast-paced environment, can anticipate needs before they arise, has strong interpersonal and communication skills, and is proficient in Microsoft Office 365. While the initial focus of this role is on supporting the rebuilding and re-opening phase, the Associate Property Manager is expected to transition into a long-term operational support role to the Property Manager as the property opens and resumes full activity for both retail and residential functions.
ESSENTIAL FUNCTIONS
- Tenant Coordination
- Serve as the primary point of contact for Tenants regarding property access and vendor coordination
- Schedule and manage appointments for site work including but not limited to inspections, maintenance, deliveries, and construction schedules and permits
- Maintain accurate and up-to-date contact lists, access logs, and progression logs
- Track and report on key performance indicators such as construction milestone completion, tenant satisfaction, compliance accuracy, and the quality and timeliness of reporting and communications throughout the rebuilding phase
- Insurance and Compliance
- Track and ensure all tenants and vendors maintain current Certificates of Insurance (COIs)
- Review insurance documents for compliance with lease and company requirements
- Liaise with tenants and insurers to obtain renewals and resolve issues promptly
- Construction & Vendor Support
- Assist in coordinating on-site construction, repairs and build-outs
- Understand basic construction terminology and timelines to communicate effectively with ownership, tenants and contractors
- Monitor progress and report issues as they arise
- Retail and Residential Management
- Assist in supervising and overseeing activities by security, hospitality, housekeeping, concierge and parking departments including walk-throughs, meetings and work orders
- Direct oversight of Concierge team
- Prepare Tenant correspondence, notices, default letters, and ensure lease compliance
- Ensure accuracy of emergency notification system, Tenant and Resident contact sheets, and guest preferences
- Prepare new Tenant and Resident welcome letters including accurate and up to date Tenant and Resident manuals
- Residential leasing and Management including but not limited to prospective outreach, market research and analysis, wait lists and follow up, leasing and rent collections
- Maintain a responsive open-line of communication with tenants including handling tenant complaints, lease enforcement and preparation of amendments while providing the highest level of service to customers and tenants including assistance with solving issues, providing advice to enhance business, and remain in constant communication to ensure an active and positive partnership
- Maintain a response open-line and quick response to guest feedback and inquiries
- Monitor website and social media activity for accuracy and conduct competitive market research including collaboration with the Marketing department for events, activations and promotions
- Assist in the preparation and completion of financial reports, monthly sales reports, forecasts, annual budgets, reconciliations, impound letters and supplier payments
- Assist Property Manager in overseeing general office operations and involvement within the community
- Act as Manager on Duty (MOD) at least twice monthly with flexibility to work more as requested
- Coordinate with Events to ensure successful property activations throughout the property including but not limited to an accurate log of all events with documentation, including event permits, applications, insurance, and plot plans
- Conduct routine property inspections for maintenance, aesthetics, and operational improvements including the oversite of property repairs from initiation to completion
- Oversee the installation and strike of holiday décor
- Administrative & Office Support
- Proficiency in Office 365 tools (Outlook, Excel, Word, Teams, SharePoint) to manage calendars, documents, tenant communications, and more
- Design and compile professional-quality presentations and reports for internal and external stakeholders
- Use of property management systems and organized documentation
- Collaborate with team members to gather content, data, and visuals for project updates, status reports and executive summaries
- Manage calendars, schedule meetings and organize departmental logistics
- Prepare and maintain property-related reporting, spreadsheets and correspondence with a comprehensive summary provided weekly
- Support general office operations including filing, data entry, expense reporting, and mail
- Perform data entry, document management, report creating, filing and ordering of office items
- Maintain service contract logs and furniture, fixture and equipment orders
- Prepare and distribute tenant notices, communications and memos
- Track and assist with lease compliance
- Prepare all purchase orders and check requests; obtain proper coding, signature for approval and authorizations
- Maintain an accurate log of vendors, executed service contracts, proof of insurance, and organized central filing system
- Organize, maintain and draft all service agreements, license agreements, amendments and storage lease agreements
- Additional responsibilities and duties as assigned
MINIMUM REQUIRED QUALIFICATIONS
- 3 - 4 years in operations, construction coordination, or office management
- Strong working knowledge of Microsoft Office 365
- Experience with COI tracking, vendor coordination, and lease administration
- Familiarity with basic construction terms and processes
- Excellent organizational and multitasking abilities; must be able to prioritize and manage multiple tasks and deadlines
- Exceptional attention to detail and ability to anticipate needs
- Strong written and verbal communication skills
- Professional demeanor with a high level of discretion and integrity
- Preferred Qualifications:
- Residential operations experience
- Proficiency in Photoshop, Yardi and Concur
$65,000 - $75,000 a year
Caruso is an equal opportunity employer. We celebrate a diverse and inclusive workforce that reflects the communities we serve. We believe that diversity of thought, background, and experience makes us stronger and more innovative. We do not discriminate against any employee or applicant for employment and comply with all applicable laws providing equal employment opportunities. We foster a workplace where everyone feels welcome, respected, and valued. We are committed to creating a workplace where everyone can thrive.
