Assistant Facilities Manager

Assistant Facilities Manager

The role of an Assistant Facilities Manager (AFM) is to support a fundamental pillar of asset value reservation and Net Operating Income (NOI) optimization. The AFM serves as part of the team that are the technical stewards that ensure that the physical reality of the buildings aligns with the financial projections of the investment.

The core requirements for this team/role are mandatory site inspections and reporting, as well as effective planning, bidding, oversight and completion of major repairs and capital projects. The AFM assists with protecting an assets overall performance through the consistent monitoring, upkeep, and improvement of the physical condition of their sites.

This role requires expert communication, planning, scheduling discipline, and time management skills, as the RPM will have strict deadlines to produce mandatory monthly inspection reports as well as required in\-office days each week/month (subject to change by company at any time).

Job Summary

We are seeking a dynamic and detail\-oriented Property Management Special Projects Administrator to join our team. In this vital role, you will coordinate and oversee special projects related to property management operations, ensuring seamless execution of initiatives that enhance property performance, compliance, and tenant satisfaction. Your proactive approach and organizational skills will drive project success, support property teams, and foster positive relationships with tenants, vendors, and stakeholders. This position offers an exciting opportunity to contribute to innovative projects within a thriving property management environment.

Duties

• Manage and coordinate special projects related to property management, including renovations, compliance initiatives, and operational improvements.
• Collaborate with property managers, leasing agents, maintenance teams, and external vendors to ensure project timelines and budgets are met.
• Maintain detailed project documentation, including contracts, progress reports, data entry, filing, and record\-keeping in systems such as Yardi or OneSite.
• Assist with legal administrative tasks related to lease agreements, contracts, landlord\-tenant law compliance, and Fair Housing regulations.
• Support property leasing activities by preparing marketing materials, upselling available units or services, and managing customer relationships through excellent customer service.
• Oversee facilities management tasks such as property maintenance scheduling, CMMS (Computerized Maintenance Management System) updates, and coordinating repairs or upgrades.
• Conduct conflict management when issues arise between tenants or vendors by applying negotiation skills and conflict resolution techniques.
• Ensure all project activities adhere to Section 8 guidelines and LIHTC (Low\-Income Housing Tax Credit) requirements where applicable.
• Perform administrative duties including data entry, filing documents securely, answering phones with professional etiquette, and maintaining organized office records.

Skills

• Extensive knowledge of LIHTC programs and Section 8 housing regulations.
• Proficiency in property management software such as Yardi or OneSite for data entry and reporting.
• Strong legal administrative experience with landlord\-tenant law and lease contract management.
• Familiarity with Fair Housing regulations and compliance standards in real estate management.
• Excellent customer service skills with the ability to manage customer relationships effectively.
• Experience in property leasing processes including upselling strategies to maximize occupancy rates.
• Skilled in conflict management, negotiation, and contract review to resolve issues efficiently.
• Office experience with filing systems, data entry accuracy, phone etiquette, and general administrative support.
• Knowledge of facilities management practices including property maintenance coordination and CMMS systems.
• Ability to handle multiple projects simultaneously while maintaining attention to detail in a fast\-paced environment. Join us as a Property Management Special Projects Administrator if you’re eager to make a meaningful impact through innovative projects while advancing your career in property management!

Job Type: Full\-time

Pay: $75,000\.00 \- $80,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person