Assistant Property Manager/Portfolio Support at First Realty Management Corp

A family-owned and privately held property management company, First Realty Management has more than 70 years of experience with the industry knowledge to match. We combine the resources of a large company with the personal touch and attention to detail of a small, local firm.

At the core of it all, our talented employees make us stand out above the rest. While we perform as a top-tier property management company, we strongly emphasize our close-knit, family-owned foundation. Professional growth is encouraged through a commitment to educational advancement and opportunities to learn from industry thought leaders. We create a sought-after community atmosphere by recognizing and celebrating those who go above and beyond. And above all else – we always put our team members first.

Under the direction of the Condo Division Facilitator and the Portfolio Manager, the Assistant Manager is responsible for providing superior customer service and support to a portfolio of condominium properties.  

 Job Functions:

Provides superior customer service and facilitates communication among unit owners/residents, Board of Trustees, and First Realty by:

• Serving as the first point of contact for all phone calls from owners and residents and responding to all inquiries, complaints, concerns and requests in a prompt, efficient and courteous manner
• Ensure all resident information is current in SenEarthCo and Jenark.
• Corresponding regularly with maintenance staff and contractors to resolve and minimize resident issues/concerns  
• Assisting Portfolio Manager in the daily monitoring and follow-up of service requests. Ensures all work orders are completed on a timely basis and closes them out on SenEarthCo 
• Sending written notices to all unit owners on a regular basis regarding meetings, fee increases, and other information generated by First Realty or the Board of Trustees;
• Facilitating correspondence between individual unit owners and trustees, preparing written responses when necessary; and
• Preparing condominium newsletters drafts and ensuring timely distribution to owners by posting on SenEarthCo.    
• Preparing phone and /service request log for presentation to the Board of Trustees monthly
• Basic knowledge of accounting and reconciliation of owner ledgers

 Ensures overall efficient operation of the condominium properties division by:

• Maintaining up-to-date listings and databases including: vendor listing, owner/resident listing, utility consumption tracking, etc.
• Maintains the Emergency Call Manual for all properties   
• Assist the Portfolio Manager with the compilation and timely distribution of the monthly meeting board package,
• Assist Portfolio Manager in the Coordination of the Annual Meetings and preparing all meeting materials including: proxies, agendas, checklists, etc.
• Attend the annual meeting and assist the Portfolio Manager in directing owners, taking attendance, collecting and tabulating proxies, taking attendance and taking of minutes if applicable.
• Creating and maintaining unit owner files centrally managed sites.
• Covers condominium operations in the absence of the Portfolio Manager.
• Attends special meetings as needed.
• Processing site mailing.
• Other responsibilities as assigned.

Skills:

• Strong resident relations, customer service, and telephone skills.
• General office skills.
• Excellent communication skills, verbal and written.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Word, Excel, Jenark, SenEarthCo.

Abilities:

• Ability to work on simultaneous tasks calmly and effectively.
• Interest and ability to interact with other people effectively.
• Ability to function with frequent interruption; multitasking.
• Ability to function independently.

 Level of Education/Training/License: Bachelor’s Degree in business preferred.

 Experience: 2+ years experience in condominium management. Or, a strong proven background in customer service and support.

Benefits:

• Sign-on Bonus
• Paid Vacation, Holidays, PTO/Personal leave.
• 401(k) plan.
• Health, Vision, Dental Insurance.
• Life Insurance, Short-& Long-Term Disability.
• Flex spending accounts & Transportation expense accounts.
• Opportunity for professional growth and development.

An EOE/ Veterans/Disabled Employer:

If you need an accommodation to apply due to a disability or protected veteran status, please contact HR at 617-423-7000 ext. 3772.