Assistant Property Manager

Job Title: Assistant Property Manager

Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for tenant schedules, leasing deadlines, and urgent maintenance issues)

About the Role

Our client is seeking an Assistant Property Manager to support day-to-day property operations, tenant communication, leasing administration, maintenance coordination, and operational reporting across residential and/or commercial portfolios.

This role serves as the operational backbone of the property management team, ensuring tenants receive timely support, properties remain organized and compliant, and owners have confidence in operational and financial accuracy.

The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple priorities in a fast-paced property management environment.

Responsibilities

Tenant Relations & Communication

• Serve as the first point of contact for tenant inquiries regarding rent, lease terms, maintenance requests, and property policies
• Maintain professional and timely communication with tenants, vendors, and property owners
• Document all tenant interactions and updates within property management systems such as AppFolio, Yardi, or Buildium
• Coordinate move-ins, move-outs, lease renewals, and tenant notices

Leasing Administration & Support

• Draft, process, and manage lease agreements, amendments, renewals, and notices using DocuSign, Dotloop, or similar tools
• Assist with property marketing through Zillow, Apartments.com, Craigslist, MLS syndication, and related listing platforms
• Pre-screen prospective tenants, coordinate showings, and collect application documentation
• Track leasing activity and occupancy metrics across assigned properties

Rent Collection & Financial Coordination

• Monitor rent payments and follow up on late balances or delinquent accounts
• Apply late fees and assist with collections communication when necessary
• Support preparation of delinquency reports, owner statements, and financial summaries
• Record and reconcile deposits, refunds, and security deposits accurately

Maintenance Coordination

• Create, assign, and manage work orders within property management software
• Coordinate scheduling with vendors, contractors, and maintenance teams
• Track maintenance progress and communicate updates to tenants
• Verify completion of work and ensure invoices align with approved services before routing for payment

Compliance & Documentation

• Maintain complete, organized, and audit-ready tenant and property files
• Ensure documentation compliance with Fair Housing regulations and landlord-tenant laws
• Track inspections, notices, lease expirations, and required compliance records
• Support operational accuracy across contracts, files, and reporting systems

Operational & Administrative Support

• Support Property Managers with reporting, portfolio coordination, and operational tasks
• Monitor occupancy, turnover, leasing, and maintenance KPIs
• Assist with vendor coordination, scheduling, and administrative projects
• Identify operational gaps and proactively escalate issues when necessary

What Makes You a Perfect Fit

• Strong communicator with excellent tenant and vendor relationship skills
• Highly organized and comfortable managing multiple priorities simultaneously
• Detail-oriented with strong follow-through and documentation discipline
• Problem-solver who balances tenant satisfaction with operational efficiency
• Comfortable operating independently in a remote, fast-paced environment

Required Experience & Skills

• 2+ years of experience in property management, leasing, or real estate operations
• Hands-on experience with property management software such as Yardi, AppFolio, or Buildium
• Strong Microsoft Office and Google Workspace proficiency
• Familiarity with lease agreements, Fair Housing standards, and landlord-tenant regulations
• Excellent written and verbal communication skills

Preferred Experience & Skills

• Experience supporting portfolios of 100+ units
• Exposure to residential, commercial, or mixed-use property management
• Understanding of property accounting, owner reporting, and reconciliation processes
• Experience coordinating vendors and maintenance operations remotely
• Familiarity with multi-state landlord-tenant laws and compliance standards

What Does a Typical Day Look Like?

An Assistant Property Manager’s day revolves around keeping tenants supported, vendors coordinated, and property operations organized. You will:

• Respond to tenant inquiries and maintenance requests throughout the day
• Process lease renewals, notices, and move-in/move-out documentation
• Track rent collections and follow up on outstanding balances
• Coordinate vendors and maintenance teams to resolve property issues quickly
• Maintain accurate records, reports, and compliance documentation
• Support Property Managers with operational reporting and administrative coordination

In essence: you ensure day-to-day property operations run smoothly while helping maintain high tenant satisfaction and operational accuracy.

Key Metrics for Success (KPIs)

• Rent collection rates (≥95% on-time collection)
• Zero missed lease renewals or compliance notices
• Maintenance tickets resolved within SLA timelines
• Accurate and timely owner and operational reporting
• Tenant satisfaction and responsiveness metrics
• Organized, audit-ready property and tenant documentation

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment (e.g., lease renewal draft or maintenance coordination scenario)
• Client Interview
• Offer & Background Verification

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