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
Management of In- House Cleaning and Laundry Teams
• Prepare daily cleaning checklists and review work logs to record performance and issues.
• Arrange unscheduled cleaning as needed to meet operational requirements.
• Supervise laundry operations and verify cleaning quality.
• Monitor cleaning schedules and results; conduct spot checks to ensure quality.
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.
Security Management
• Monitor the performance of outsourced security vendors and provide feedback or corrective actions.
• Regularly check the CCTV system for unauthorized access or safety concerns.
• Review daily security logs to track issues, incidents, or unauthorized stays.
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).
Payment Preparation and Processing
• Compile and maintain payment records for audit and reporting.
• Collect required documentation for payment requests.
• Coordinate with the Accounting Team to process payments.
Expense Control for Building Operations
• Monitor laundry costs and reconcile with external service providers and tenant charges.
• Manage and track monthly operating expenses, petty cash, and purchasing of supplies (chemicals, towels, bottled water, cleaning tools, garbage collection, admin fees, etc.).
Coordination with Customer Service (CS)
• Work with CS to handle tenant requests, clarifications, and service- related issues, ensuring all are resolved promptly and courteously.
• Conduct final inspections before handing over rooms for tenant check- in and after tenant check- out.
• Assist in collecting tenant feedback and reporting service trends or recurring issues to the Property Manager for improvement.
• Follow up on feedback and complaints to ensure tenants are satisfied and issues are closed within defined timelines.
Coordination with Facility Management
• Track repair and maintenance issues and update the Property Manager on progress.
• Compile weekly summaries from the Facility team for reporting.
• Work with the Facility Supervisor to arrange room refreshment after tenant check- out.
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.
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.
Customer Service Support
• Serve as a key point of contact for on- site tenant service and satisfaction.
• Support clear and responsive communication between tenants, Customer Service, and Operations.
• Communicate proactively with tenants to ensure comfort and satisfaction with cleaning, laundry, and maintenance services.
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.
Other Duties
• Perform additional tasks as assigned by the Property Manager.
