Assistant Property Manager

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.

Education

• Bachelor’s degree in Business Administration or related field.

• Proficiency in Japanese is a plus.

Experience

• Minimum 3 years of experience in a similar position within property, hospitality, or serviced apartment operations.

Skills & Competencies

• Strong customer service orientation with a passion for hospitality.

• Excellent communication and interpersonal skills.

• Good listening, problem-solving, and conflict-resolution abilities.

• Ability to multitask and remain calm under pressure.

• Positive attitude and proactive mindset.

• Quick response and attention to detail.

• Supportive, flexible, and cooperative team player.

• Ability to work effectively and collaboratively with other departments, especially Leasing.

• Commitment to continuous learning and improvement.