Assistant Property Manager

Position Summary

The Assistant Property Manager serves as a key member of the property management team, supporting the daily operations, leasing activities, resident relations, administrative functions, and financial processes of assigned communities. This position combines the responsibilities of an Administrative Assistant and Leasing Professional while serving as a developmental role for future Property Managers.

 The Assistant Property Manager helps ensure excellent customer service, accurate recordkeeping, strong occupancy performance, resident satisfaction, and compliance with company policies and affordable housing requirements.

Key Responsibilities

Leasing & Occupancy

·         Greet prospective residents and assist with requests.

·         Conduct property tours and demonstrate apartment and community features.

·         Process rental applications, verify information, obtain required documentation, and assist with applicant screening.

·         Coordinate move-in preparation and resident onboarding.

·         Secure lease signatures and ensure all required documentation is completed prior to occupancy.

·         Monitor lease renewals and assist with retention efforts.

·         Maintain accurate waitlists and leasing records.

·         Assist in monitoring marketing effectiveness and occupancy trends.

·         Refer prospects to sister communities when appropriate.

Administrative Support

·         Provide daily administrative support to Property Managers and site operations.

·         Answer and direct incoming phone calls, emails, and office correspondence.

·         Maintain organized tenant files, leasing documentation, compliance records, and office files.

·         Accept rental payments and accurately post rents.

·         Assist with invoice processing, coding, and vendor communications.

·         Maintain accurate rent rolls, delinquency reports, and resident records.

·         Track office supplies and maintain organized filing systems.

·         Prepare notices, letters, reports, and resident communications.

·         Assist with monthly, quarterly, and year-end reporting requirements.

·         Maintain confidentiality of resident and company information.

Resident Relations & Customer Service

·         Serve as the first point of contact for residents, visitors, vendors, and applicants.

·         Deliver exceptional customer service while maintaining professionalism.

·         Receive resident concerns, questions, and requests and respond appropriately.

·         Create and track maintenance service requests and follow up on completion.

·         Assist with resident communications and policy enforcement.

·         Help coordinate resident events and community engagement activities.

·         Maintain a welcoming, clean, and organized office environment.

·         Assist in resolving resident concerns before escalation when possible.

Property Operations

·         Assist the Property Manager with daily property operations.

·         Monitor work orders and maintenance requests for timely completion.

·         Help coordinate vendor access and service appointments.

·         Conduct property inspections as assigned.

·         Assist with compliance reviews, recertifications, and affordable housing documentation.

·         Distribute community notices, newsletters, flyers, and resident communications.

·         Contribute to the overall appearance and curb appeal of the community.

Financial Responsibilities

·         Assist with rent collection and delinquency management.

·         Verify and maintain accurate financial records.

·         Review invoices for accuracy and proper coding.

·         Assist with monthly financial reconciliations and reporting.

·         Access financial systems to research resident or vendor concerns.

·         Maintain accurate records of receipts, deposits, and account transactions.

Marketing & Community Outreach

·         Assist with property marketing efforts and resident referral programs.

·         Maintain marketing materials and online listing information.

·         Support community outreach efforts and resident engagement initiatives.

Leadership & Development

·         Serve as acting Property Manager during the absence of the Property Manager when directed.

·         Support team communication and collaboration.

·         Participate in company training programs and professional development opportunities.

·         Demonstrate leadership potential and readiness for advancement within the organization.

Qualifications

Required

·         High School Diploma or GED.

·         Minimum one year of customer service, administrative support, office management, leasing, or property management experience.

·         Strong organizational and time management skills.

·         Excellent verbal and written communication skills.

·         Ability to multitask in a fast-paced environment.

·         Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

·         Ability to maintain confidentiality and professionalism.

 Preferred

·         Property Management experience.

·         Affordable Housing experience.

·         Leasing experience.

·         Experience with recertifications, compliance, or housing programs.

·         Experience with property management software platforms.

 Essential Competencies

·         Customer Service

·         Communication

·         Leasing & Sales

·         Organization

·         Time Management

·         Attention to Detail

·         Problem Solving

·         Financial Accuracy

·         Teamwork

·         Professionalism

Core Values

To achieve success, the AU Associates team must embrace the following core values:

·         Honesty

·         Integrity

·         Competence

·         Tenacity & Enthusiasm

·         Creativity

·         Professionalism

·         Ambition

Physical Requirements

·         Ability to sit, stand, walk, bend, and climb stairs throughout the workday.

·         Ability to occasionally lift to 25 pounds.

·         Ability to travel throughout the property and conduct inspections as needed.