Assistant Property Manager - Resident Services Supervisor

ASSISTANT MANAGER – RESIDENT SERVICES SUPERVISOR

Dorchester Owners Association

Reports to: General Manager

Supervises: Pool Attendants (seasonal), Administrative workflows, certain vendor/contractor processes

Classification: Full‑Time, On‑Site (not hybrid)

Hours: Monday-Friday 9AM-5PM; occasional evenings/weekends

OVERVIEW

Who We Are:

The Dorchester Owners Association is a luxury high-rise condominium located on Rittenhouse Square in Philadelphia, PA. The Dorchester is home to a diverse community of over 650 residents across 500+ units. The Association manages all aspects of building operations, maintenance, resident services, and long-term capital planning. Employees work in a stable, professionally managed environment that values discretion, teamwork, and high service standards, while supporting the care and stewardship of one of Philadelphia's most prominent residential communities.

Who We Are Looking For:

The Assistant Manager serves as the General Manager’s primary operational and administrative partner and is responsible for front‑office operations, resident services, communications, amenity administration, and coordination with staff and vendors. This role will also provide support to the General Manager on special projects as needed. The ideal candidate for this position will have strong communication and problem-solving skills, be detail-oriented and results-focused, and thrive in a collaborative but self-driven work environment. Candidates must be committed to delivering excellent service to our unit owners and residents.

RESPONSIBILITIES

1. Resident & Owner Services

- First point of contact for owners and residents to assist with questions, concerns, and needs. Bring issues to resolution, including directing issues to appropriate staff

- Compose and distribute communications

- Receive, review, and process leases submitted by unit owners

- Onboard owners/tenants and provide general information about the building services and amenities

- Manage move-ins and move-outs (through BuildingLink)

2. Work Order & Operational Support

- Enter and track work orders

- Conduct weekly inspections

- Export work order chargebacks and upload to Yardi

3. Amenity Administration & Member Services

- Hire/schedule/supervise pool attendants

- Train attendants on rules and chemical testing

- Manage pool membership and communication

- Coordinate with Maintenance and Housekeeping to ensure pool area meets expectations

- Manage garage, gym, and additional amenities memberships

4. Contractor & Vendor Coordination

- Receive and review contractor packets. Refer to maintenance supervisor for gut-renovations. Approve small-medium jobs based on scope and ensure compliance with building rules/regulations

- Maintain compliance database for outside vendors (COI, licenses)

- Coordinate renovation requests and vendor access. Provide notice to nearby residents about upcoming noise from renovations

5. Office Administration & Communication Management

- Oversee office operations – maintain inventory/office supplies

- Respond promptly to emails/calls

-Process all mail

- Maintain building calendars and directories

- Prepare meeting materials

- Prepare resale packages

6. Financial & Recordkeeping Support

- Support invoice coding workflows

- Maintain organized vendor/invoice files

7. Systems Administration

- Maintain resident databases in BuildingLink and Yardi

- Maintain resident/owner access control/issue key fobs

8. Rules & Regulations Compliance Support

- Communicate policies and manage violation complaints

- Monitor violations and issue warnings

- Assist with documentation

9. Newsletter & Community Engagement

- Write/edit newsletter (bimonthly) and email update (weekly) content

- Assist with building-wide social functions, special events, and seasonal decor

QUALIFICATIONS

- 2–3 years property management, real estate, or hospitality

- Strong communication and organizational skills

- Proficiency with property management software (BuildingLink & Yardi Voyager preferred)

- High school diploma or GED required; college degree in business, real estate, or hospitality preferred

STATEMENT OF FLEXIBILITY

This description outlines general duties but is not exhaustive; management may reassign responsibilities as needed.

Pay: $28.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experiencing working in Yardi Voyager and/or BuildingLink?

Experience:

• Property management: 2 years (Preferred)

Work Location: In person