Assistant Property Manager

ABOUT THE ROLE

The Assistant Property Manager supports day-to-day residential, commercial, or community association property operations by coordinating resident, owner, vendor, leasing, maintenance, financial, and administrative workflows. The role serves as a reliable operational extension of the Property Manager—keeping requests moving, records accurate, deadlines visible, and communications professional while escalating legal, financial, safety, or high-risk matters appropriately.

Role Scope: Responsibilities vary by partner portfolio and may include residential, commercial, HOA/community association, leasing, light bookkeeping, and marketing support.

Key Responsibilities

1. Resident, Homeowner & Owner Communication

• Manage shared inboxes, phone queues, text messages, website inquiries, and property-management communication channels; triage, respond to routine questions, assign follow-ups, and maintain timely service.
• Serve as a primary point of contact for residents, homeowners, prospects, owners, and community stakeholders for routine operational inquiries.
• Draft clear, professional email, SMS, notices, and correspondence using approved templates and partner standards.
• De-escalate difficult interactions, gather complete facts, document outcomes, and escalate legal threats, safety concerns, financial disputes, or other high-risk matters to the appropriate manager.
• Provide portal and account support, including basic troubleshooting, password resets, document requests, statements, invoices, and account information.

2. Leasing, Applications, Renewals & Move-In Administration

• Manage leasing workflows from prospect inquiry and application follow-up through lease preparation, renewal, move-in, and offboarding.
• Review tenant applications against established qualification criteria and prepare scorecards or screening documentation for management review.
• Monitor lease-expiration and renewal pipelines; conduct pre-renewal outreach, review payment and communication history, coordinate owner approval, and issue renewal offers.
• Prepare standard leases, renewals, addenda, disclosures, and electronic-signature packets; coordinate legal drafting or manager review when required.
• Verify resident account records, recurring charges, required disclosures, insurance, and move-in requirements before occupancy.
• Maintain accurate property-level information such as keys, lockbox codes, gate access, parking details, tenant contacts, and lease records.

3. Move-Outs, Inspections & Property Condition

• Track move-out workflows, update property and tenant records, and coordinate required communications.
• Schedule routine, move-in, move-out, and other property inspections; notify residents or stakeholders of entry schedules in accordance with partner procedures.
• Compile inspection findings, pictures, and condition documentation and prepare security-deposit deduction or disposition support for Property Manager review.
• Track inspection follow-ups and ensure identified maintenance, violation, or documentation items are routed to the correct owner.

4. Maintenance & Work Order Coordination

• Receive, assess, and triage maintenance requests; collect supporting details and pictures, determine urgency, and create or update work orders.
• Dispatch approved vendors or on-site maintenance resources within authorization limits and partner procedures; escalate major repairs, emergencies, or exceptions.
• Monitor work orders from intake through scheduling, vendor response, completion, and resident follow-up; intervene when automated or vendor workflows stall.
• Validate repair invoices against approved quotes, work performed, and authorization limits before routing or entering them for payment.
• Support after-hours triage by distinguishing routine requests from true emergencies and escalating urgent safety or property-risk events immediately.

5. Vendor Management, Insurance & Compliance

• Maintain accurate vendor contact lists and onboarding records; request required tax, insurance, and registration documents such as W-9s and Certificates of Insurance (COIs).
• Track vendor insurance expiration dates and proactively request renewals before expiration.
• Monitor owner/property insurance or other compliance records when assigned and follow up on expired or missing documentation.
• Verify vendor eligibility, approved status, and repair authorization limits before dispatching work.
• Maintain …