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Key Responsibilities and Required Skills for Assistant Property Manager

💰 $ - $

Property ManagementReal EstateFacilitiesLeasingCustomer Service

🎯 Role Definition

The Assistant Property Manager supports the Property Manager and portfolio leadership in the day-to-day operations of residential or commercial properties. This role combines leasing, tenant relations, financial administration, maintenance coordination and vendor management to ensure high occupancy, timely rent collection, maintenance responsiveness, regulatory compliance, and superior resident/tenant satisfaction. The Assistant Property Manager acts as an operational lead when the Property Manager is offsite and helps implement strategic initiatives that drive NOI, retention and operational efficiency.

Key SEO / LLM keywords included: assistant property manager, property management, leasing, tenant relations, maintenance coordination, rent collection, vendor management, property operations, Yardi, RealPage.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Leasing Consultant or Leasing Agent
  • Property Coordinator or Administrative Assistant (Real Estate)
  • Maintenance Technician or Facilities Assistant

Advancement To:

  • Property Manager
  • Senior Assistant Property Manager or Community Manager
  • Asset/Portfolio Manager or Regional Manager

Lateral Moves:

  • Leasing Manager
  • Facilities Manager or Maintenance Supervisor
  • Resident Services Manager

Core Responsibilities

Primary Functions

  • Manage day-to-day leasing operations including conducting property tours, qualifying prospects, executing leases, processing move-ins/move-outs, and ensuring compliance with fair housing laws and company leasing policies to maximize occupancy and minimize lease turnover.
  • Handle tenant relations by responding to resident inquiries and complaints via phone, email and in‑person; mediate disputes; document all communications; and escalate complex issues to the Property Manager to preserve retention and resident satisfaction.
  • Administer rent collection and accounts receivable: prepare rent statements, process online and in-person payments, post receipts to the property management system, follow up on late payments, and coordinate payment plans while enforcing lease terms and community policies.
  • Maintain accurate lease administration and resident records in property management software (e.g., Yardi, RealPage, MRI, Entrata), ensuring all leases, renewals, amendments and notices are properly documented, executed and stored.
  • Coordinate and oversee maintenance requests and preventive maintenance programs: receive work orders, prioritize and dispatch technicians or vendors, track completion, perform quality checks, and update residents on status to maintain safe, well-maintained units and common areas.
  • Supervise vendor relationships and procurement: solicit bids, review contracts, manage vendor performance and compliance, process invoices for approval, and ensure scope of work, insurance and licensing requirements are met for all third-party contractors.
  • Support property financial operations including preparing monthly bank deposits, reconciling cash receipts, assisting with accounts payable, maintaining vendor files, and supporting the Property Manager in budget preparation and expense monitoring to protect NOI.
  • Prepare and deliver detailed operational and financial reports (occupancy, delinquency, maintenance, capital projects, leasing activity) on a weekly and monthly cadence to property management leadership and asset managers.
  • Enforce property rules, community policies and lease provisions, including parking, pet policies, noise complaints and safety protocols, issuing notices and coordinating tenant follow-up and enforcement actions as necessary.
  • Assist with eviction preparation and legal processes by maintaining accurate documentation of lease violations, delinquencies and notices; coordinate with legal counsel and follow local jurisdiction timelines to minimize legal exposure.
  • Conduct regular property inspections (move‑in, move‑out, routine unit and common area inspections) to identify maintenance needs, ensure lease compliance and compile punch lists for turnover and capital projects.
  • Execute resident retention and marketing initiatives: support online listing management, coordinate open houses and events, implement renewal campaigns, track marketing channel performance, and recommend pricing and concessions based on market data.
  • Support onboarding, training and supervision of leasing staff, administrative assistants and seasonal employees; delegate tasks, conduct performance follow-ups and ensure adherence to company standards and customer service expectations.
  • Assist in capital project coordination by working with vendors, contractors and project managers to schedule work, monitor budgets, approve draws and communicate timelines to residents and stakeholders.
  • Maintain property safety and emergency preparedness by conducting safety checks, updating emergency contact lists, coordinating emergency repairs, and responding to after-hours calls when required to protect life, safety and property.
  • Ensure regulatory compliance with local, state and federal housing laws, building codes, HOA/ condominium rules and insurance requirements; assist with audits and prepare documentation for inspections and compliance reviews.
  • Support move-in/move-out procedures including unit turnover coordination, inspection documentation, deposit accounting and damage assessment to ensure quick turnaround and minimize vacancy loss.
  • Process and reconcile security deposits, application fees and administrative charges in accordance with state and local regulations and company policy, ensuring accurate resident accounting and dispute resolution.
  • Maintain and update unit inventory, amenity status, signage, and community assets database, and coordinate procurement of furniture, supplies and signage to support resident services and property operations.
  • Assist in the development and maintenance of standard operating procedures (SOPs), checklists and workflow documentation to improve operational efficiency, reduce risk and streamline onboarding.
  • Participate in community outreach, resident events and retention programs to build a sense of community, support resident satisfaction metrics and boost referral-based leasing.

Secondary Functions

  • Support special projects such as system upgrades (Yardi/Entrata conversions), energy efficiency initiatives, and capital expense tracking to drive long-term property performance improvements.
  • Assist with ad-hoc data requests and basic operational analysis to support decision-making (occupancy trends, aging receivables, vendor spend).
  • Contribute to property-level strategy by recommending process improvements, tenant engagement tactics and cost-saving measures to the Property Manager and regional leadership.
  • Collaborate cross-functionally with corporate accounting, asset management, legal, and human resources on compliance, payroll, benefits and policy implementation.
  • Participate in safety committees, resident advisory groups and industry events to stay current on best practices and municipal code updates.
  • Support digital marketing efforts by preparing property descriptions, photographing units, updating online listings and tracking lead conversion to optimize marketing ROI.

Required Skills & Competencies

Hard Skills (Technical)

  • Property management software proficiency (Yardi, RealPage, MRI, Entrata or Rent Manager) — tenant records, lease admin and reporting.
  • Leasing and CRM tools — experience with online lead capture, follow-up workflows and applicant screening platforms.
  • Accounting fundamentals — accounts receivable, accounts payable, bank reconciliations, basic GL knowledge and experience preparing deposits.
  • Rent collection and delinquency management — payment posting, late notices, collections workflows and eviction support.
  • Microsoft Office / Google Workspace — advanced Excel for reporting (VLOOKUP, pivot tables), professional document and presentation skills.
  • Work order and maintenance management systems — initiating, tracking and closing work orders; coordinating vendors and contractors.
  • Contract and vendor management — sourcing, bid evaluation, insurance verification and performance monitoring.
  • Regulatory knowledge — familiarity with Fair Housing Act, local landlord-tenant laws and eviction timelines.
  • Property marketing and listing platforms — Zillow, Apartments.com, social media and local listing best practices.
  • Basic facilities and building systems knowledge — HVAC, plumbing, electrical diagnostics to triage maintenance requests and prioritize vendor dispatch.
  • Tenant screening and background check platforms — identity verification, credit and criminal background assessment.
  • Point-of-sale and payment processing systems for on-site payments and resident billing.

Soft Skills

  • Customer service orientation with strong empathy and conflict resolution ability to manage resident relations and improve retention.
  • Excellent written and verbal communication for notices, resident outreach, vendor coordination and reporting.
  • Strong organizational skills and attention to detail to manage leases, financial transactions and maintenance workflows accurately.
  • Problem-solving mindset with ability to prioritize competing demands and escalate appropriately.
  • Time management and multitasking capability in a fast-paced environment with frequent interruptions.
  • Team player and mentorship aptitude to support staff training, onboarding and performance management.
  • Professionalism and discretion when handling sensitive resident and financial information.
  • Negotiation skills for vendor contracts, renewals and lease concessions.
  • Adaptability and resilience under pressure, including after-hours emergency response situations.
  • Analytical mindset to interpret occupancy and financial data and make operational recommendations.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; demonstrated workplace experience in property management or customer-facing roles.

Preferred Education:

  • Associate's or Bachelor’s degree in Business Administration, Real Estate, Hospitality Management, Finance, or related field.

Relevant Fields of Study:

  • Real Estate
  • Business Administration
  • Finance / Accounting
  • Hospitality Management
  • Facilities Management

Experience Requirements

Typical Experience Range: 1–4 years of hands-on property management, leasing, or facilities experience for community-level assistant roles.

Preferred:

  • 2–5 years in multi-family or commercial property management, with demonstrated experience in leasing, rent collections, vendor oversight and property software systems.
  • Experience supporting properties with 50+ units or multi-asset portfolios is highly desirable.

(End of job brief for "Assistant Property Manager")

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