Siba Residences
Assistant Property Manager – Midtown Manhattan
We are a private family office seeking a dedicated and detail-oriented Assistant Property Manager to join our team in Midtown Manhattan. This role supports the Property Manager and Owners in overseeing the daily operations, tenant relations, and administrative functions of a mixed‑use property portfolio in New York City.
Key Responsibilities Tenant Relations
Serve as the primary point of contact for tenant inquiries, concerns, and requests, independently assessing and resolving complex issues to ensure tenant satisfaction and minimize disruption to property operations.
Address and resolve tenant issues, ensuring satisfaction and retention. Proactively identify potential issues, develop solutions, and implement preventative measures to enhance the tenant experience.
Prepare and issue lease violation notices to tenants, including notices to cure, notices of violation, and other related correspondence, ensuring compliance with lease agreements and applicable laws.
Exercise judgment to determine when to escalate tenant issues to legal counsel for potential legal proceedings, including non‑payment of rent, lease violations, nuisance complaints, and other disputes.
Lease Administration
Manage all aspects of the tenant leasing cycle, from preparing vacant apartments for rent to screening prospective tenants (reviewing applications, financial statements, credit reports, and background checks) and making final decisions on tenant approval or denial in compliance with Fair Housing, NYC Human Rights Law, and the Fair Chance for Housing Act (2025).
Manage lease administration, including renewals, amendments, and terminations, ensuring document accuracy and policy adherence, and analyzing tenant requests and market trends to recommend lease modifications and renewal strategies.
Conduct monthly price analyses for all upcoming lease renewals to determine competitive rental rates that minimize turnover and maximize profitability.
Ensure that all lease agreements and legal documents are organized and up to date. Interpret lease provisions and advise on compliance matters.
Coordinate move‑in, move‑out, unit turn processes, including inspections and lease documentation, and make decisions on unit readiness while coordinating with various parties to optimize the process.
Maintenance Coordination
Receive, log, and coordinate with the maintenance team or vendors to ensure timely resolution.
Prioritize maintenance requests based on urgency and impact on tenants and property operations, and make decisions on vendor selection for routine repairs.
Support vendor relationship management and ensure all contractors meet compliance standards. Evaluate vendor performance and negotiate contracts within established budgets.
Conduct vacant apartment inspections and periodic inspections of common areas. Report maintenance issues to the Property Manager and owners. Identify and recommend preventative maintenance measures and capital improvements based on inspection findings.
Financial Support
Diligently monitor tenant monthly rent payment activities, including accurately tracking rent payments, late fees, and deposits, and coordinating with accounting to address discrepancies when necessary.
Generate and analyze leasing reports (e.g., Rent Roll, Tenant Arrears) to provide insights and recommendations for improved property financial performance.
Oversee tenant arrears management, including sending rent reminders and rent demands, and exercising judgment to reach amicable settlements with tenants, potentially negotiating payment plans prior to escalating to legal counsel.
Oversee utility‑related processes, including apartment status monitoring for utility transfers at tenant transitions (Move‑ins and Move‑outs) and reconciling the rent roll with utility payments to support accurate accounting.
Compliance and Record‑Keeping
Ensure compliance with all federal, state, and local regulations, including Fair Housing laws, NYC Human Rights Law, and wage and hour standards applicable to property management operations.
Interpret and apply Fair Housing regulations in daily operations and address potential compliance issues proactively.
Maintain accurate records of all property transactions, tenant communications, and maintenance activities.
Assist with audits and ensure proper documentation is readily accessible. Prepare documentation and provide explanations to auditors.
Administrative Duties
Handle general administrative tasks, including answering phones, managing emails, and scheduling appointments.
Prioritize and respond to inquiries based on urgency and importance, and manage the Property Manager’s schedule based on operational needs.
Standard Operating Procedures (SOPs)
Monitor the effectiveness of existing Standard Operating Procedures related to property management operations (e.g., tenant onboarding, rent collection, maintenance requests, etc.).
Analyze current SOPs to identify areas for improvement in efficiency, accuracy, and compliance.
Recommend updates to existing SOPs or develop new SOPs to streamline processes, improve outcomes, and mitigate risks.
Ensure that SOPs are consistent with company policies, industry best practices, and legal requirements.
Communicate SOP changes to relevant staff and provide training and guidance on implementation.
Qualifications
Education: Bachelor’s degree in real estate, business, accounting, finance, or a related field preferred.
Licenses and Certifications: Real Estate Salesperson license, Property Management Certification, or other relevant certifications preferred.
Experience: Minimum of 3 years in property management, leasing, or real estate administration preferred.
Technical Skills: Proficiency with property management software (e.g., AppFolio), project management tools (e.g., ClickUp, Asana), Google Workspace, and Gemini.
Knowledge: Housing Maintenance Code, Multiple Dwelling Law, Real Estate Property Law, Rent Stabilization Code, DHCR, and all relevant compliance knowledge of various government agencies.
Skills: Strong attention to detail, meticulous organization, time management, critical thinking, and conflict resolution skills.
Personal Attributes: Professional, proactive, and able to effectively manage multiple priorities in an intimate team setting.
Job Type & Compensation Full‑time, Exempt
Salary: $70,000 – $90,000+, based on experience Bonus: Discretionary Annual Performance Bonus
Benefits
Health insurance
Paid time off (including paid sick leave in compliance with the NYC Earned Safe and Sick Time Act)
Matching 401(k) plan
Reimbursement for certifications or courses
Schedule
8‑hour shift, 9 am to 5 pm
Monday to Friday
Equal Employment Opportunity We are an equal opportunity employer. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected category under applicable law.
Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
Applicants must be authorized to work in the United States. Verification of employment eligibility will be required at the time of hire, consistent with federal law.
* This position is considered management and is not covered under SEIU Local 32BJ.
* Employment with the company is on an at‑will basis, meaning either the employee or the company may terminate employment at any time, with or without cause or notice, unless otherwise prohibited by law.
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Key Responsibilities Tenant Relations
Serve as the primary point of contact for tenant inquiries, concerns, and requests, independently assessing and resolving complex issues to ensure tenant satisfaction and minimize disruption to property operations.
Address and resolve tenant issues, ensuring satisfaction and retention. Proactively identify potential issues, develop solutions, and implement preventative measures to enhance the tenant experience.
Prepare and issue lease violation notices to tenants, including notices to cure, notices of violation, and other related correspondence, ensuring compliance with lease agreements and applicable laws.
Exercise judgment to determine when to escalate tenant issues to legal counsel for potential legal proceedings, including non‑payment of rent, lease violations, nuisance complaints, and other disputes.
Lease Administration
Manage all aspects of the tenant leasing cycle, from preparing vacant apartments for rent to screening prospective tenants (reviewing applications, financial statements, credit reports, and background checks) and making final decisions on tenant approval or denial in compliance with Fair Housing, NYC Human Rights Law, and the Fair Chance for Housing Act (2025).
Manage lease administration, including renewals, amendments, and terminations, ensuring document accuracy and policy adherence, and analyzing tenant requests and market trends to recommend lease modifications and renewal strategies.
Conduct monthly price analyses for all upcoming lease renewals to determine competitive rental rates that minimize turnover and maximize profitability.
Ensure that all lease agreements and legal documents are organized and up to date. Interpret lease provisions and advise on compliance matters.
Coordinate move‑in, move‑out, unit turn processes, including inspections and lease documentation, and make decisions on unit readiness while coordinating with various parties to optimize the process.
Maintenance Coordination
Receive, log, and coordinate with the maintenance team or vendors to ensure timely resolution.
Prioritize maintenance requests based on urgency and impact on tenants and property operations, and make decisions on vendor selection for routine repairs.
Support vendor relationship management and ensure all contractors meet compliance standards. Evaluate vendor performance and negotiate contracts within established budgets.
Conduct vacant apartment inspections and periodic inspections of common areas. Report maintenance issues to the Property Manager and owners. Identify and recommend preventative maintenance measures and capital improvements based on inspection findings.
Financial Support
Diligently monitor tenant monthly rent payment activities, including accurately tracking rent payments, late fees, and deposits, and coordinating with accounting to address discrepancies when necessary.
Generate and analyze leasing reports (e.g., Rent Roll, Tenant Arrears) to provide insights and recommendations for improved property financial performance.
Oversee tenant arrears management, including sending rent reminders and rent demands, and exercising judgment to reach amicable settlements with tenants, potentially negotiating payment plans prior to escalating to legal counsel.
Oversee utility‑related processes, including apartment status monitoring for utility transfers at tenant transitions (Move‑ins and Move‑outs) and reconciling the rent roll with utility payments to support accurate accounting.
Compliance and Record‑Keeping
Ensure compliance with all federal, state, and local regulations, including Fair Housing laws, NYC Human Rights Law, and wage and hour standards applicable to property management operations.
Interpret and apply Fair Housing regulations in daily operations and address potential compliance issues proactively.
Maintain accurate records of all property transactions, tenant communications, and maintenance activities.
Assist with audits and ensure proper documentation is readily accessible. Prepare documentation and provide explanations to auditors.
Administrative Duties
Handle general administrative tasks, including answering phones, managing emails, and scheduling appointments.
Prioritize and respond to inquiries based on urgency and importance, and manage the Property Manager’s schedule based on operational needs.
Standard Operating Procedures (SOPs)
Monitor the effectiveness of existing Standard Operating Procedures related to property management operations (e.g., tenant onboarding, rent collection, maintenance requests, etc.).
Analyze current SOPs to identify areas for improvement in efficiency, accuracy, and compliance.
Recommend updates to existing SOPs or develop new SOPs to streamline processes, improve outcomes, and mitigate risks.
Ensure that SOPs are consistent with company policies, industry best practices, and legal requirements.
Communicate SOP changes to relevant staff and provide training and guidance on implementation.
Qualifications
Education: Bachelor’s degree in real estate, business, accounting, finance, or a related field preferred.
Licenses and Certifications: Real Estate Salesperson license, Property Management Certification, or other relevant certifications preferred.
Experience: Minimum of 3 years in property management, leasing, or real estate administration preferred.
Technical Skills: Proficiency with property management software (e.g., AppFolio), project management tools (e.g., ClickUp, Asana), Google Workspace, and Gemini.
Knowledge: Housing Maintenance Code, Multiple Dwelling Law, Real Estate Property Law, Rent Stabilization Code, DHCR, and all relevant compliance knowledge of various government agencies.
Skills: Strong attention to detail, meticulous organization, time management, critical thinking, and conflict resolution skills.
Personal Attributes: Professional, proactive, and able to effectively manage multiple priorities in an intimate team setting.
Job Type & Compensation Full‑time, Exempt
Salary: $70,000 – $90,000+, based on experience Bonus: Discretionary Annual Performance Bonus
Benefits
Health insurance
Paid time off (including paid sick leave in compliance with the NYC Earned Safe and Sick Time Act)
Matching 401(k) plan
Reimbursement for certifications or courses
Schedule
8‑hour shift, 9 am to 5 pm
Monday to Friday
Equal Employment Opportunity We are an equal opportunity employer. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected category under applicable law.
Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
Applicants must be authorized to work in the United States. Verification of employment eligibility will be required at the time of hire, consistent with federal law.
* This position is considered management and is not covered under SEIU Local 32BJ.
* Employment with the company is on an at‑will basis, meaning either the employee or the company may terminate employment at any time, with or without cause or notice, unless otherwise prohibited by law.
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