Assistant Property Manager

POSITION SUMMARY
The Assistant Property Manager reports to the Operations Manager and supports the daily operations and financial administration of the Empire State Building, working closely with tenants, building teams, and contractors to address service requests, coordinate operational activities, and maintain strong tenant relationships. This position reports to the Operations Manager.
The successful candidate will be detail-oriented, organized, and proactive, with strong communication skills and a commitment to responsive tenant service. The Assistant Property Manager maintains a regular presence throughout the property, identifies and addresses tenant concerns, and follows issues through to resolution.
The regular on-site schedule is Monday through Friday, 9:00 AM to 6:00 PM. Flexibility to work outside these hours, including evenings, weekends, and holidays, is required as needed to support building emergencies, scheduled shutdowns, tenant activities, special events, and other operational needs.

RESPONSIBILITIES

BUDGETING AND FINANCIAL MANAGEMENT:

- Help prepare the annual operating budget and quarterly reforecasts

- Use Yardi to manage purchase orders, invoices, accruals, reallocations, accurate project and general ledger coding

- Review open purchase orders and aging invoices with the appropriate teams

- Prepare operating variance reports, explain material differences from budget and forecast, identify cost and timing issues, and recommend corrective action

- Maintain project cost reports that reconcile approved budgets, commitments, pending changes, invoices, accruals, forecasts, and remaining exposure. Flag potential overruns before commitments are made

- Work with Accounting and Finance to resolve coding and payment discrepancies, support month-end and year-end close, and deliver timely, well-supported management reporting

BUILDING OPERATIONS:

- Deliver responsive customer service through regular tenant contact, prompt follow-up, and clear communication from initial request through resolution

- Monitor tenant requests and work orders in Prism, coordinate with Engineering, Cleaning, Security, and other teams, and confirm timely completion. Escalate repeat issues or delays to the Operations Manager

- Conduct routine rounds of common areas, tenant floors, amenities, and public-facing spaces; identify maintenance, cleanliness, access, and service concerns and follow through on corrective action

- Support the Operations team with daily operational priorities, tenant requests, scheduled maintenance, and outstanding service items

- Oversee freight elevator reservations, deliveries, tenant moves, vendor access, and after-hours work with the appropriate building teams. Confirm required work tickets, insurance documentation, and approvals before work proceeds

- Assist with planned shutdowns and service interruptions, coordinate tenant notices and access, and help schedule work to minimize disruption to tenants, restaurants, the Observatory, and building operations

- Coordinate tenant and visitor access issues with Security and the appropriate technology teams, and keep tenants informed through resolution

- Support Security and building leadership during incidents and emergencies by coordinating requested resources, communicating operational impacts, and following up on assigned actions

- Assist with overtime records, labor cost allocations, and documentation for billable tenant services

- Develop working knowledge of the Local 30 and Local 32BJ commercial building agreements and follow management direction on labor matters

- Support daily operations of the Empire Lounge, fitness center, conference facilities, and other amenities, including coordination of reservations, event setup, building services, and service issues

- Assist marketing and events teams with logistics of various types of activations

- Coordinate with the Observatory and retail teams on shared access, deliveries, events, and other activities that affect building operations

SYSTEMS REPORTING AND ADMINISTRATION:

- Use Yardi to support purchase orders, invoice processing, tenant service charges, and budget tracking; verify supporting documentation and accurate account coding

- Use Prism to track tenant requests, work orders, inspections, and recurring tasks across ESB. Follow up with responsible teams on overdue items and flag repeat service issues to the Operations Manager

- Maintain operational trackers and prepare concise updates on tenant concerns, outstanding work orders, vendor follow-up, service interruptions, and upcoming building activities

- Compile records for billable tenant services, including overtime HVAC, freight, engineering support, and security coverage, and coordinate with the appropriate teams to support accurate, timely billing

- Maintain organized records for service contracts, purchase orders, vendor insurance, permits, approvals, tenant notices, and operating procedures

- Help improve system use and daily workflows to reduce missed requests, duplicate entries, billing delays, and gaps in tenant communication

TENANT RELATIONS AND VENDOR COORDINATION:

- Build strong tenant relationships through regular contact, attentive service, and prompt follow-through on questions, requests, and concerns

- Keep tenants informed of service interruptions, scheduled work, access requirements, and upcoming building activities through clear, timely communication

- Coordinate with vendors and service providers to confirm schedules, access, and service expectations; report delays or performance concerns to the Operations Manager

- Work closely with Property Management, Engineering, Cleaning, Security, Fire and Life Safety, Leasing, Accounting, and the Observatory to resolve tenant concerns and coordinate services

- Represent ESRT with professionalism, sound judgment, and a welcoming, service-focused approach in every interaction

WHAT SUCCESS LOOKS LIKE

- Tenants feel heard, informed, and well served, with prompt responses, clear updates, and consistent follow-through

- Service requests reach resolution, with completion confirmed and recurring issues or delays escalated to the Operations Manager

- Daily operations, tenant moves, scheduled work, and events run smoothly through effective coordination with building teams and vendors

- Budget support, financial records, and tenant service charges are accurate, complete, and submitted on time

- Yardi and Prism records remain current, with clear documentation of outstanding items, responsible parties, and next steps

- Building rounds identify concerns early, and timely follow-up helps maintain a safe, clean, welcoming property

- The Operations team can rely on the APM to take ownership of assigned tasks, communicate priorities, and seek guidance when needed

REQUIRED SKILLS / ABILITIES

- Strong customer service skills, with an approachable, professional manner and the ability to listen, respond thoughtfully, and follow requests through to resolution

- Clear written and verbal communication, including the ability to prepare tenant notices, explain service updates, and communicate effectively with tenants, vendors, and building teams

- Strong organizational skills and attention to detail, with the ability to prioritize requests, meet deadlines, maintain accurate records, and keep others informed

- Strong understanding of property financial administration, including purchase orders, invoices, tenant charges, budget tracking, and variance reporting

- Proficiency in Microsoft Office, particularly Excel, Outlook, and Word, with the ability to organize data, use formulas, and prepare clear reports

- Ability to learn property management systems and follow established workflows; familiarity with Yardi and Prism preferred

- Knowledge of commercial building operations and maintenance, with a willingness to learn ESB’s systems, service standards, and safety procedures

- Ability to work collaboratively across departments, take initiative on assigned tasks, and recognize when an issue requires management attention

- Sound judgment and composure when addressing tenant concerns, competing priorities, or unexpected operational issues

EDUCATION & EXPERIENCE

- Bachelor’s degree in real estate, business, finance, accounting, hospitality management, or a related field preferred; equivalent relevant experience

- Two to three years of commercial property management experience, preferably at a large Class A office property

- Hands-on experience with property financial administration, including budget preparation, forecasts, variance reports, purchase orders, invoices, accruals, and tenant billing

- Demonstrated experience delivering responsive customer service and coordinating with tenants, vendors, and building teams

- Experience with Yardi, Prism, or comparable property management systems preferred

- Exposure to union building operations and coordination of after-hours services preferred

- Progress toward an RPA, CPM, or comparable industry credential is a plus

PHYSICAL REQUIREMENTS

- Prolonged periods of sitting at a desk and working on a computer

- Must be able to lift up to 15 pounds at times

- Periods of prolonged walking inclusive of ascending up and down stairs for building inspections

WHAT YOU CAN EXPECT

At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our Company Culture & Success Factors -

- Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently

- Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT

- Dependable – you take a strong sense of ownership and accountability over your work

- Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude

- Curious – you consistently look for new ways to work smarter, not just harder

- Ethical – you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture

- Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

- Competitive base salary and bonus

- Health/Dental/Vision insurance

- Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance

- Voluntary Enhanced LTD Program

- Voluntary Hospital, Accident, and Cancer Programs

- 401(k) with 100% match up to 5%

- Paid parental leave

- Pre-tax transit accounts

- Employee Assistance Program for emotional, financial, and legal support

WELL-BEING

- Generous paid time off

- Flex remote work time

- Flex Summer Fridays

- Employee engagement programs

- Volunteer time off

- Continuing education

- Complimentary Empire State Building Observation Deck access

- Complimentary gym membership and other wellness benefits

- Employee Discount Programs

ESRT is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because they drive curiosity, innovation, and the success of our business. We do not discriminate based on race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, reproductive choices, age, marital status, veteran status, disability status, pregnancy, parental status, caregiver status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Reasonable accommodations that do not create an undue hardship for the Company are available for applicants and employees with disabilities or sincerely held religious beliefs.

Salary is based on several factors including but not limited to education, work experience, job location, size of property where applicable, and/or certifications. In addition to your base salary, ESRT provides discretionary annual bonuses.