Assistant Property Manager

*KINDLY READ THE JOB DESCRIPTION & THE APPLICATION INSTRUCTIONS CAREFULLY.*

EJF is a property management company headquartered in Washington, DC. We are looking for Assistant Property Managers for our growing team. A successful candidate will enjoy solving problems, is responsible, organized, detail oriented, and reliable.

Role Purpose:

The Associate Community Manager (ACM) is responsible for supporting the Community Association Manager (CAM) in the daily operations, financial oversight, administrative functions, and resident/board communications of assigned associations. The ACM ensures timely execution of operational tasks, accurate financial processing, regulatory compliance, and consistent communication, allowing the CAM to focus on strategic management and board leadership.

Core Responsibilities:

1. Communication & Responsiveness:

Respond to resident, vendor, and internal inquiries within 2 business hours.
Respond to board member requests, concerns, and follow-ups in a timely and professional manner.
Prepare and distribute broadcast emails, notices, and announcements to residents.
Address and escalate property-related issues as appropriate.
Participate in and contribute to daily huddles.
Prepare and send weekly updates.

2. Financial & Accounting Support:

Review and approve invoices.
Ensure monthly utility bills are processed and paid on time.
Review invoice GL coding, descriptions, and amounts for accuracy.
Run General Ledger (GL) reports.
Review monthly financial statements and reclassify mis-coded transactions.
Bill back homeowners for chargeable items.
Submit add-charge requests as required.
Assist the CAM with preparation of annual association budgets.

3. Vendor, Contract & Procurement Support:

Gather and organize existing contracts.
Request bids and proposals from vendors in coordination with the CAM.
Schedule and track annual preventive maintenance.
Assist CAM with Capital Expenditure (CapEx) projects and insurance claim administration.

4. Operations & Work Order Management:

Create and manage work orders and action items in Vantaca or designated systems.
Track completion and follow up on open tasks.
Coordinate move-in and move-out requests.
Address day-to-day operational issues impacting the property.
Key/fobs/clickers and entry systems request.

5. Compliance & Regulatory Tracking:

Support compliance efforts in all service areas by coordinating data collection, documentation, and delivery in partnership with the CAM and Compliance team.

Assist with statutory and jurisdictional requirements, including but not limited to:

Elevator certifications
Energy benchmarking
County registrations
Other jurisdiction-specific filings and inspections
Notify CAM of upcoming deadlines and compliance risks

6. Resale & Homeowner Support:

Assist the resale department by providing additional information and documentation as requested.
Coordinate with internal teams to ensure timely responses to resale-related inquiries.

7. Documentation & Systems Management:

File and maintain accurate records in SharePoint and Vantaca including:

Contracts
Compliance records
Correspondence
Inspection reports
Draft letters
Meeting notices, proxies, and related materials
Forms, service tickets,

Ensure documents are properly stored and accessible in Sharepoint and Vantaca.
Follow standardized folder structures, naming conventions, and document retention guidelines.

Authority & Escalation:

ACMs operate within defined approval limits and SOP guidelines.
Strategic decisions, policy changes, and board-level recommendations are escalated to the CAM.
Issues impacting association risk, budget variance, or legal exposure must be escalated promptly.

Performance Expectations & KPIs:


Email and inquiry response time: < 2 business hours.
On-time utility payments and invoice processing.
Accuracy of GL coding and financial reporting.
Compliance deadlines met with no lapses.
SOP adherence and training completion.
Positive feedback from CAMs and boards on responsiveness and reliability.

Qualifications:
- Experience in the property management or real estate industry is required.
- At least 1 year of experience in HOA and/or condominium management is required.
- At least 2 years of remote work experience, demonstrating strong organizational and communication skills in a virtual environment.
- Familiarity using property management software (Vantaca or CINC is a strong plus).
- Experience using Microsoft Office Suite (Excel, Outlook, Teams, etc.)
- Strong customer service experience.
- Strong ability to manage multiple priorities in a fast-paced, growth-oriented environment.

Working Hours: 9:00 am – 5:00 pm EST; Monday – Friday (US time zones)

Benefits: HMO and PTO after 90 days.

How to apply:
1. Please check out the company website before submitting an application: ---------- .
2. Send an email attachment with your updated resume in PDF format.
3. Please indicate that you're comfortable to start with $6 USD per hour.
4. Please send a link to your video recording introducing yourself & your relevant experience based on the job description, and include your OnlineJobs.PH profile link.

Kindly send your application to ---------- the subject line, kindly indicate the position Assistant Property Manager - your name.

*Applicants who will apply through onlinejobs.ph will not be considered.
*Shortlisted applicants will be contacted by email for interview scheduling.
Looking forward to working with you!