Assistant Property Manager

Position Overview

As an Assistant Property Manager, you will be responsible for supporting the Property Manager in overseeing the day-to-day operations of residential, commercial, or industrial properties. Your primary focus will be ensuring tenant satisfaction, maintaining property standards, and contributing to the financial and operational success of the property.

Key Responsibilities:

1. Tenant Relations:
   • Handle tenant inquiries and resolve any issues or concerns.
   • Process tenant requests for maintenance and repairs.
   • Communicate lease terms and assist with lease renewals.
2. Owner Relations:
   • Foster strong relationships with property owners by providing regular updates on property performance and tenant matters.
   • Communicate market trends, lease renewals, and occupancy status to owners.
   • Act as a liaison between owners and tenants, addressing concerns and ensuring clear and effective communication.
   • Ensure owner satisfaction through proactive communication and resolving any property-related issues.
3. Leasing Support:
   • Assist in managing leasing operations by coordinating property showings and conducting tenant screenings.
   • Support the leasing process by ensuring timely lease executions and renewals.
   • Provide information to prospective tenants about available properties, lease terms, and amenities
4. Property Maintenance and Inspections:
   • Conduct property inspections to ensure upkeep and identify maintenance needs.
   • Schedule and coordinate repair or maintenance work.
   • Ensure properties comply with safety and health standards.
5. Administrative Tasks:
   • Assist Property Managers in the “Move Out” process by following up with tenants for necessary documentation.
   • Assist Property Managers in reviewing tenant submitted “Move In” property condition reports.
   • Provide Customer Care calls to tenants after move in to ensure the process went smoothly, educate them on future Maintenance requests and procedures, and answer any questions.
   • Respond to general questions from clients and customers.
   • Schedule and complete Periodic, Move-In and Move-Out inspections as needed in the field.
   • Create, assign and schedule contractor work orders based on Inspection results.
   • Assist with key and lockbox collection, distribution and oversight.
   • Online Reviews – encouraging residents and property owners to share their positive experiences based on your excellent service.
6. Financial Management:
   • Help with rent collection, ensuring timely payments and managing delinquencies.
   • Assist in budgeting, forecasting, and financial reporting.
   • Handle invoicing and payments to vendors and contractors.
7. Marketing:
   • Support property marketing efforts, such as creating and placing advertisements for vacancies.
   • Assist in property showings and maintaining a strong online presence.

Qualification Requirements:

1. Education:
   • A high school diploma or equivalent is typically required.
   • A bachelor’s degree in business, real estate, or a related field is preferred.
2. Experience:
   • Previous experience in property management or real estate is an advantage.
   • Experience with customer service or administrative roles can also be beneficial.

Skills and Competencies:

1. Communication:
   • Strong written and verbal communication skills for interacting with tenants, vendors, and colleagues.
   • Ability to explain complex lease terms or property issues to tenants clearly.
2. Customer Service:
   • Strong customer service skills to maintain positive relationships with tenants and resolve conflicts efficiently.
3. Organizational Skills:
   • Ability to multitask and stay organized in a fast-paced environment.
   • Excellent time management skills for handling various tasks and deadlines.
4. Problem-Solving:
   • Ability to address and resolve tenant complaints, maintenance issues, or unexpected challenges quickly and effectively.
5. Technical Proficiency:
   • Knowledge of property management software for managing leases, payments, and maintenance requests.
   • Basic knowledge of Microsoft Office Suite (Word, Excel, Outlook) is must.
6. Attention to Detail:
   • Ability to maintain accurate records, contracts, and financial reports with precision.
7. Financial Acumen:
   • Basic understanding of budgeting, financial reports, and rent collection.
8. Leadership and Teamwork:
   • Ability to work independently but also collaborate effectively with the property management team, vendors, and contractors.