File Management Assistant Jobs in Maspeth, NY (NOW HIRING)

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time New York, NY, US

4 days ago Requisition ID: 1726

Salary Range: $90,000.00 To $100,000.00 Annually

Jamestown

JOB DESCRIPTION

POSITION/LEVEL: Assistant Property Manager FLSA STATUS: Exempt

DEPT/OFFICE: Property Management DATE: August 2026

REPORTS TO: Senior Property Manager

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK:

The Assistant Property Manager will learn the role of a Property Manager while training alongside the Property Manager and Tenant Services Coordinator supporting each in their day-to-day quest to achieve the business plan goals for the property.

MINIMUM QUALIFICATIONS REQUIRED:

• 3 or more years of retail-oriented property management experience.
• Must have experience in management of tenant and vendor relations.
• Experience with property management software including MRI, Angus, Building Engines, Nexus, 3 rd party insurance verification or similar systems preferred.
• Construction coordination including project planning, cost control, scheduling, and risk management preferred.
• Proficiency in computer applications, including Microsoft Office, is required.

ESSENTIAL JOB FUNCTIONS:

Administrative

• Assist in meeting the day to day property management & administrative demands of the property, including but not limited to, reporting, filing, tracking, organizing information and maintaining the property management inventory and property inspections.
• Manage all general property duties including vendors, email, and telephone communications.
• Assist in administration of contracts (recurring and one time services).
• Coordinate property events as needed (fire drills, evacuations, marketing activations, tenant meetings).
• Maintain COI information for tenants via Building Engines. Actively Track expiration dates and coverage requirements.
• Review leases and administer obligations of tenant including but not limited to operating covenants, maintenance and repair requirements, and timely rent payments.
• Update emergency, tenant, internal and external team, contractor, and vendor contact lists.
• Assist in the preparation and management of risk management activities.
• Assist with monitoring of Work Order submissions and tenant requests.
• Assist with developing and maintaining positive vendor and third party management company relationships.
• Assist with negotiating and executing service contract agreements.
• Assist in preparing and managing bid documents related to operating and capital expense projects.
• Prepare and track contract agreements, work orders, purchase orders, and job cost forms for approved projects.
• Manage A/P of invoices with support of Property Accounting Specialist and Tenant Services Coordinator.
• Review and approve operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy.
• Assist vendors and contractors in setting up registration in Nexus.

Financial and Budgeting

• Assist in annual budget creation, reforecasts, and monthly financial variance reporting.
• Collect retail tenant sales, track performance, complete monthly sales reports.
• Manage the tracking, recoveries, and analysis of property utilities.
• Partner with Asset Management and Leasing departments to support financial asset plan.
• Respond to tenant needs, ensuring that appropriate departments resolve promptly.
• Coordinate tenant move-ins and move-outs.
• Maintain rapport with tenants by scheduling regular formal meetings with ownership and front line staff.

Special Projects

• Manage special projects as assigned by Property Manager or General Manager.
• Ability to work in a team environment, with willingness to assist other members to achieve positive outcomes.
• Maintain a willingness to learn and grow professionally.
• Familiarity with CRE financial reporting software (MRI, Argus , Yardi, Nexus etc.).
• Participate in Manager-On-Call/Manager-On-Duty weekend and holiday rotation.
• This is a full-time, property-level position. The office team necessitates all personnel work to meet the daily needs of the asset and provide best in class property management to our tenants and stakeholders.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• All computer applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, etc.) and hardware related to performance of the essential functions of the job.
• Baseline knowledge of property and building systems including but not limited to HVAC, plumbing, kitchen equipment, BMS system.
• Construction management including tenant suites and general building work with preference given to applicants with heavy food and beverage retail tenant management experience.

Skill in:

• The ability to meet deadlines, prioritize and accomplish work in order of priority.
• Professionally maintaining composure & effectiveness under pressure and changing conditions.
• Being flexible and adaptable to changing timelines and needs.
• Proofreading and editing documents.
• Self-motivation and cross departmental collaboration.