Assistant Property Manager

Position Overview:

The Assistant Property Manager serves as a key in-office operational support role for the commercial property management portfolio, overseeing daily workflows, tenant and vendor communication, maintenance coordination, financial processing, and property administration. This role is designed to provide hands-on experience and long-term growth toward becoming a strong Property Manager.

Core Responsibilities

1. Tenant & Client Relations

• Serve as a primary point of contact for tenants regarding routine property matters.

• Respond to tenant requests, questions, and service issues in a professional and timely manner.

• Coordinate tenant communications including notices, property updates, maintenance scheduling, and vendor access.

• Assist with tenant onboarding and move-in/move-out coordination.

• Maintain positive tenant relationships and support tenant retention efforts.

2. Property Operations & Maintenance Coordination

• Assist in the coordination and tracking of maintenance requests and work orders.

• Coordinate with vendors, contractors, and maintenance personnel to ensure timely completion of work.

• Track service requests and follow up to confirm satisfactory completion.

• Assist with routine property inspections and document operational or maintenance concerns.

• Support vendor scheduling, insurance compliance tracking, and service documentation.

• Maintain organized records related to maintenance, vendor contracts, inspections, and property operations.

3. Financial & Administrative Support

• Assist with accounts receivable processes including rent collections, tenant bill-backs, and delinquency follow-up.

• Support invoice processing, coding, and coordination with accounting teams.

• Assist with preparation of monthly property reports, operating summaries, and tenant correspondence.

• Maintain accurate tenant files, lease abstracts, certificates of insurance, and property documentation.

• Support budget tracking and operational expense monitoring.

• Assist with preparation and coordination of annual operating budgets and reconciliations.

4. Lease & Compliance Administration

• Assist with administration of lease documents, amendments, renewals, and tenant compliance items.

• Track critical lease dates including renewals, expirations, rent increases, and insurance requirements.

• Coordinate collection and maintenance of tenant certificates of insurance.

• Support compliance with company policies, property procedures, and applicable regulations.

5. Systems & Reporting

• Utilize property management software systems to maintain accurate records and reporting.

• Enter and maintain work orders, tenant information, vendor records, and lease data.

• Assist with reporting functions related to occupancy, collections, maintenance activity, and tenant requests.

• Support internal process improvement initiatives and operational efficiencies.

Qualifications

• Bachelor’s degree preferred but not required.

• 2 years of experience in commercial property management, real estate, customer service, administration, or related fields preferred.

• Experience with property management software such as Yardi or similar systems preferred.

• Strong organizational and task management skills

• Ability to manage multiple requests and priorities in a fast-paced environment

• Strong written and verbal communication skills with a customer-service mindset

• Experience working with vendors and service providers