Assistant Property Manager - Condos in Plymouth, Massachusetts at First Realty Management Corp

We are seeking an independent, highly motivated, customer-focused Assistant Property Manager to support the daily operations of our condominium community in Plymouth, MA. Working under the direction of the Property Manager, this position is responsible for ensuring the efficient physical operation of the property while providing exceptional service to homeowners, residents, Board members, and vendors.

The ideal candidate is professional, organized, detail-oriented, and capable of managing multiple priorities while maintaining a high level of resident satisfaction.

Essential Duties and Responsibilities

• Serve as a primary point of contact for homeowners, residents, guests, and vendors.
• Respond promptly, courteously, and professionally to resident inquiries, concerns, requests, and emergencies.
• Coordinate resident move-ins and move-outs, ensuring compliance with Association procedures.
• Conduct orientation meetings for new homeowners and residents.
• Maintain positive relationships with residents and provide exceptional customer service at all times.
• Prepare and distribute resident communications, notices, and community updates.

Administrative Operations

• Support the daily operation of the management office.
• Maintain accurate homeowner and resident records within the Association database.
• Update resident contact information and ownership records.
• Enter and maintain documents in community portals and electronic filing systems.
• Order office supplies and coordinate office equipment maintenance and repairs.
• Prepare correspondence, reports, contracts, and other administrative documents as needed.
• Manage incoming calls, emails, visitors, and general inquiries.
• Receive, enter, and track maintenance service requests in coordination with the maintenance team.
• Coordinate with maintenance staff and vendors to ensure timely completion of work orders.
• Prepare meeting materials and assist with Board communications as needed
• Post approved meeting minutes and Association documents to resident portals.
• Prepare and record Certificates of Appointment and Certificates of Election as required.
• Assist with special projects and Board-directed initiatives.

Architectural Review & Compliance Administration

• Process and maintain architectural and design review applications.
• Track application approvals and maintain complete records.
• Follow up with homeowners to verify approved work has been completed.
• Maintain hard copy and electronic files for architectural review documentation.

Community Programs & Amenity Administration

• Manage amenity reservations and scheduling, including community facilities and meeting spaces.
• Maintain facility calendars and reservation records.
• Process applications, collect applicable fees, and coordinate cleaning or event support services.
• Maintain records of facility usage and transactions.
• Coordinate access credentials, swipe cards, and community access systems.
• Assist with tennis court registrations and other resident amenity programs as applicable.

Rental & Resident Records Administration

• Maintain records of leased units.
• Collect and track leases, rental agreements, and tenant information.
• Ensure rental records remain current and accurate.

Vendor & Contract Administration

• Assist with preparation and administration of vendor contracts.
• Monitor insurance certificates and ensure vendor compliance requirements are met.
• Assist with annual vendor schedules and community service calendars.

Special Projects

• Support capital improvement and community enhancement projects.
• Assist with project coordination, resident communication, and contractor scheduling.
• Participate in special projects as assigned by the Property Manager, such as painting schedules, infrastructure improvements, landscaping projects, and other Association initiatives.

Additional Responsibilities

• Serve as a Notary Public or obtain certification, if required.
• Perform other duties as assigned to support the successful operation of the community.

Qualifications

• Polished and professional demeanor, someone who is well-spoken, cordial, organized
• Knowledge and experience in hospitality & concierge services
• Superior customer service skills as well as superb written and communication skills
• Proficient computer skills, including most Microsoft Office programs; experience with Vantaca preferred
• Minimum of Bachelor’s degree strongly preferred
• Minimum 2-3 years of experience within property management, in a condominium property, is required

Work Schedule

• Full-time position.
• Regular business hours