Description

The Lafayette at Penn Quarter is a luxury 173-unit, 12-story condominium built in 2004 in the heart of Washington, DC’s Penn Quarter. Our property management company is EJF Real Estate Services, Inc., a fast growing, well respected residential real estate company located in Washington, DC. The Lafayette is seeking a part-time Assistant Property Manager to join our friendly and dedicated team. We provide a relaxed but professional work environment with a flexible work schedule.

GENERAL DESCRIPTION 

This is a challenging and exciting part-time position (20 hours a week) that will provide a wide variety of administrative support services for the building manager, the HOA Board, and the property manager.

Requirements

SPECIFIC DUTIES MAY INCLUDE 

• Interact with and assist all unit owners, vendors, etc. at the request of the managers, either by phone, email, fax, or in person, whichever is appropriate. 
•  Send out mass communications via phone and email to residents.
• Assist with vendors related to on-site repair work, invoice inquires, or otherwise.
• Maintain unit owner information, including changes, as necessary.
• Draft/proofread notices/memos/letters/templates (Templates may include violation letters, general notices, memos, etc.) Send out and make arrangements as directed.
• Organize documents within building network and hard files. Assist with mailings.
• Assist EJF with outstanding delinquencies for properties and follow-up as directed.
• Assist in the management of front desk/concierge staff.
• Manage response in case of building emergency (ex. unit flooding) that requires contacting vendors and communicating with residents.

BUILDING MANAGER BACKUP 

You may also fill in on occasion for the Building Manager, whose duties are listed below. 

• Handle the daily on-site operations of the association, providing customer service, timely answering of phone calls, responding to emails and other correspondence. 
• Perform weekly property inspections to include building HVAC, Plumbing, and Mechanical equipment, common areas and amenity spaces ensuring that all building systems are functioning optimally, and common areas are clean, safe, and well maintained. 
• Document building issues, maintaining response/resolution records, supervises contractors onsite.
• Supervise custodial and building maintenance functions, to include direct communication with staff to ensure that all tasks are performed correctly, efficiently, and effectively. 
• Assist with board meetings to include sending notice of meetings, drafting agenda, essential reports, materials to the BOD in advance, and collecting data based on homeowner’s concerns to devise solutions.
• Recommend and implement preventative maintenance program for plumbing, mechanical, electrical, and property design modifications to eliminate costly damages and save on energy consumption.
• Encourage residents to be more energy conscious and conservation minded, to include updating recycling program and implementing a composting program to the community.
• Solicit and receive bids for maintenance and repairs, including the drafting of RFPs for capital improvement projects.
• Assist board and management company with budgeting, financial management, managing procurements/contracts. 
• Works with board, management company, association attorney, in collecting HOA dues and to ensure budget goals are met.
• Provides online and face-to-face communication during community events, in addition to creating marketing presentations and correspondence materials to include posting flyers, meeting minutes, and handouts.
• Corresponding with residents and contractors, responding to their request and feedback through email, telephone, postal mail, and Building Link.
• Assist board with making building policy decisions, demonstrating knowledge of condo act, association bylaws and governing documents to ensuring compliance of all residents and stakeholders. 

Disclaimer: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Benefits

This is a part-time position and does not include benefits.

DESIRED SKILLS AND EXPERIENCE

Skills & Abilities 

• Action and results-oriented, enthusiastic
• Resourceful, creative, decisive
• Excellent customer service, interpersonal, organizational and communication skills
• Open and helpful listening and communication
• Ability to work independently and as a member of a team
• Ability to meet stringent deadlines and multitask
• Ability to work with sensitive information and maintain confidentiality

Knowledge

• Computer proficiency to include Microsoft Office Applications (Outlook, Word, Excel). 

Experience/Education/Training

• High School Diploma or GED required
• Associate’s degree or Bachelor's degree, or equivalent combination of education and experience, preferred
• 1-2 years administrative experience in a professional setting, preferred
• Real Estate or Property Management experience a plus
• Ability to self-manage and be resourceful, with the proven ability to multitask and operate successfully under tight deadlines and time pressures under limited supervision.
• Hourly rate is based on experience

Special Requirements 

• Potential physical demands may include ability to lift up to 35lbs; standing, sitting, walking and occasional climbing.
• Willingness to work extended/flexible hours and weekends occasionally.
• Ability to respond to emergencies (both during and after business hours) in a timely manner.

EJF CORE VALUES

All EJF employees must exhibit the below core values in their daily interactions.

1. Passion
2. Integrity
3. Respect
4. Service
5. Community
6. Teamwork
7. Accountability

**Note:** The above job description is a general outline of the duties and responsibilities of the Assistant Property Manager position.