Property Manager Assistant

Job Description

Job Description

Job Summary :

The Assistant Property Manager is responsible for supporting the Residential Property Manager in overseeing the day-to-day operations of a residential property or portfolio of properties.

The role involves assisting with tenant relations, leasing, financial management, maintenance coordination, and ensuring compliance with laws and regulations.

The Assistant Property Manager also provides leadership and support to on-site staff, helping ensure that the property runs smoothly and residents are satisfied.

Key Responsibilities :

1. Property Operations :

• Assist in the management of daily operations, including coordinating repairs, maintenance, and inspections.
• Ensure that the property is clean, well-maintained, and adheres to safety standards.
• Respond to tenant concerns and assist in resolving issues efficiently and professionally.

2. Leasing and Marketing :

• Support the leasing process by marketing vacant units, scheduling and conducting apartment showings, and processing tenant applications.
• Assist with lease negotiations and renewals to maximize occupancy and revenue.
• Contribute to tenant retention strategies to maintain a stable occupancy rate.

3. Financial Management :

• Assist with rent collections, ensuring timely payments and addressing any delinquencies.
• Help prepare financial reports, including tracking income, expenses, and rent roll.
• Support the Residential Property Manager in budgeting and financial forecasting.

4. Staff Support :

• Provide administrative support to the on-site staff, including leasing agents, maintenance teams, and vendors.
• Help organize staff schedules, meetings, and training sessions.
• Assist in evaluating staff performance and providing feedback when necessary.

5. Legal and Regulatory Compliance :

• Ensure tenant leases comply with local, state, and federal housing regulations.
• Assist in preparing and serving legal notices, including eviction notices, as required.
• Stay updated on relevant property management laws and help ensure compliance with company policies.

6. Vendor and Contractor Management :

• Coordinate with vendors and contractors for maintenance, repairs, and other property services.
• Ensure vendors complete their tasks on time and meet quality standards.
• Assist in negotiating contracts for services, ensuring they are cost-effective and reliable.

7. Resident Relations :

• Foster positive relationships with residents by addressing complaints or concerns promptly.
• Help implement resident engagement and retention programs, including events and services.
• Ensure resident satisfaction through excellent customer service.

8. Reporting and Documentation :

• Maintain accurate records of tenant communications, maintenance activities, and financial transactions.
• Assist in preparing monthly and quarterly reports for property owners and senior management.
• Ensure all property documentation is updated and organized for audits or inspections.

Qualifications :

• High school diploma or equivalent (Associate or Bachelor's degree in Business, Real Estate, or a related field preferred).
• 1-3 years of experience in property management or real estate.
• Proficiency in property management software (Rent Manager, Yardi) and Microsoft Office.
• Strong organizational skills, with the ability to prioritize and handle multiple tasks.
• Excellent written and verbal communication skills.
• Knowledge of local housing regulations and leasing practices.
• Strong problem-solving and interpersonal skills.

Physical Requirements :

• Ability to walk, stand, and climb stairs frequently.
• Capable of lifting up to 25 pounds.
• Able to respond to emergency situations outside of regular hours, if required.

Working Conditions :

• Work is typically performed on-site with occasional after-hours availability required.
• Some travel between properties may be needed for inspections, meetings, or emergency issues.

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