Job Overview
The Assistant Property Manager supports the Property Manager in overseeing daily building operations to ensure service excellence, maintenance quality, safety, and tenant satisfaction. This role takes a hands-on, operational approach, supervising housekeeping and laundry teams, coordinating with vendors, and working closely with Facility Management, Customer Service, and Leasing to deliver a seamless tenant experience.
The Assistant Property Manager plays a key role in maintaining building standards, monitoring vendor performance, and ensuring timely and effective resolution of operational issues.
Duties and Responsibilities
1. Management of In-House Cleaning and Laundry Teams
- Prepare daily cleaning checklists and review work logs to record performance and issues.
- Monitor cleaning schedules and results; conduct spot checks to ensure quality.
- Arrange unscheduled cleaning as needed to meet operational requirements.
- Supervise laundry operations and verify cleaning quality.
2. Quality Management (Cleaning & Housekeeping)
- Monitor and ensure compliance with SOPs; take corrective action where needed.
- Maintain responsibility for cleaning quality and schedules in guest rooms, public areas, and other building spaces.
- Conduct final room inspections before guest check-in and after check-out, ensuring cleanliness, furniture inventory, and equipment operation meet standards.
3. Security Management
- Monitor the performance of outsourced security vendors and provide feedback or corrective actions.
- Review daily security logs to track issues, incidents, or unauthorized stays.
- Regularly check the CCTV system for unauthorized access or safety concerns.
4. Vendor Performance Monitoring
- Work with vendors on quotations and service proposals.
- Monitor and evaluate contractor performance (e.g., pest control, elevator maintenance, landscaping, security, linen supply).
5. Payment Preparation and Processing
- Collect required documentation for payment requests.
- Coordinate with the Accounting Team to process payments.
- Compile and maintain payment records for audit and reporting.
6. Expense Control for Building Operations
- Manage and track monthly operating expenses, petty cash, and purchasing of supplies (chemicals, towels, bottled water, cleaning tools, garbage collection, admin fees, etc.).
- Monitor laundry costs and reconcile with external service providers and tenant charges.
7. Coordination with Customer Service (CS)
- Conduct final inspections before handing over rooms for tenant check-in and after tenant check-out.
- Work with CS to handle tenant requests, clarifications, and service-related issues, ensuring all are resolved promptly and courteously.
- Follow up on feedback and complaints to ensure tenants are satisfied and issues are closed within defined timelines.
- Assist in collecting tenant feedback and reporting service trends or recurring issues to the Property Manager for improvement.
8. Coordination with Facility Management
- Work with the Facility Supervisor to arrange room refreshment after tenant check-out.
- Track repair and maintenance issues and update the Property Manager on progress.
- Compile weekly summaries from the Facility team for reporting.
9. Coordination with Other Departments
- Work closely with the Leasing, Accounting, and other functional teams to ensure operational alignment and smooth handover between departments.
- Support the Leasing team when needed in preparing units for viewings, move-ins, and tenant onboarding to ensure a seamless customer experience.
10. Tenant Registration and Tracking
- Collect tenant information from CS for temporary residence registration via hochiminh.xuatnhapcanh.gov.vn.
- Coordinate with Security to update tenant move-in/move-out data accurately.
11. Customer Service Support
- Serve as a key point of contact for on-site tenant service and satisfaction.
- Communicate proactively with tenants to ensure comfort and satisfaction with cleaning, laundry, and maintenance services.
- Support clear and responsive communication between tenants, Customer Service, and Operations.
12. Reporting to Property Manager
- Promptly report tenant-related issues to the Property Manager for timely resolution.
- Submit weekly reports covering daily operational issues, petty cash usage, and laundry tracking.
- Prepare monthly inventory reports for furniture, equipment, and linen.
- Submit monthly consumption reports for chemicals and cleaning supplies, including next-month forecasts.
13. Other Duties
- Perform additional tasks as assigned by the Property Manager.
