Portfolio Property Manager (Condo/Coop)

Job Description

Job Description

The Portfolio Property Manager will oversee a portfolio of residential co-ops and condominiums, ensuring operations meet company’s high standards for client service, operational excellence, and regulatory compliance. This hands-on professional will be the primary liaison between board members, residents, building staff, and service providers, while driving efficiency, maintaining property value, and fostering positive community relationships.

Key Responsibilities:

Portfolio & Client Relations

• Serve as the primary point of contact for boards, residents, attorneys, architects, engineers, and staff.

• Maintain strong, responsive communication to ensure client satisfaction.

• Provide guidance to building committees and enforce house rules and governing documents.

Regulatory Compliance

• Ensure adherence to all NYC housing laws, building codes, and regulatory requirements.

• Address and resolve building violations promptly; attend administrative hearings when necessary.

Staff Management

• Recruit, hire, train, and supervise building staff.

• Oversee weekly payroll approval, review overtime usage against budget, and manage performance evaluations (mid-year and year-end).

• Administer disciplinary actions in coordination with 32BJ union protocols and attend labor hearings/arbitrations as needed.

Capital Projects & Maintenance

• Manage capital improvement projects and significant repairs, ensuring quality, budget adherence, and timely completion.

• Obtain and review at least three bids for projects, level proposals, and secure board approval.

• Conduct site visits weekly to assess conditions and monitor progress.

Procurement & Vendor Management

• Collaborate with the Purchasing Department to acquire goods and services.

• Negotiate and review service contracts, monitor performance, and approve invoices.

• Maintain positive vendor relationships to ensure service quality.

Financial Oversight

• Develop and manage annual operating budgets; attend budget and mid-year review meetings with the board and Finance team.

• Approve invoices, assign chargebacks, and monitor arrears in accordance with board policy.

• Review monthly financials with the Financial Analyst, investigate major variances, and recommend reclassifications as necessary.

• Assist with annual audits.

Unit Alterations

• Review and approve alteration applications, verify insurance coverage, and coordinate with architects if required.

• Communicate project details to the board, superintendent, and neighboring residents.

Board & Annual Meetings

• Prepare agendas with board input; distribute at least three days prior to meetings.

• Lead board meetings, present operational and financial updates, and take minutes.

• Manage follow-up on action items via the company’s HUB system.

• Coordinate annual meetings, including venue, catering, and attendance by attorneys/accountants.

Internal Responsibilities

• Complete weekly company HUB updates and maintain active communication with internal departments.

• Participate in weekly PM meetings, town halls, and one-on-one meetings with your Director of Client Services.

• Mentor and guide assigned PMAs (Property Management Assistants), ensuring regular property visits and professional development.

Qualifications

Education:

Bachelor’s degree preferred

Experience:

Minimum 4–6 years of NYC residential co-op and condo management experience (required).

Knowledge:

o Proficiency in budgeting, building systems, maintenance operations, and staff supervision.

o Familiarity with NYC housing laws, building codes, and union contracts (32BJ).

Skills:

• Strong organizational and project management skills.
• Excellent written and verbal communication, including presentation abilities.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities in a fast-paced environment.
• Client Service: Exceptional interpersonal skills with a customer-first approach.
• Problem-Solving: Proactive, solutions-oriented mindset with composure under pressure.
• Leadership: Demonstrated ability to lead teams and take accountability.

Additional Requirements

• Availability to attend evening board meetings and address urgent matters as needed.

• Commitment to upholding company’s values and maintaining the highest standards of service