Assistant Property Manager/Bookkeeper

Position Overview

The Assistant Property Manager/Bookkeeper plays a vital role in supporting property operations, resident relations, vendor coordination, and maintenance oversight. This position ensures accurate and timely handling of work orders, inspections, compliance requirements, lease administration, and resident communication.
The ideal candidate is highly organized, proactive, customer-focused, and experienced in property management—with the ability to communicate professionally with residents, vendors, and onsite staff while adhering to California landlord-tenant law, fair housing regulations, and habitability standards.

Key Responsibilities

• Respond promptly and professionally to resident inquiries, concerns, and complaints to deliver a high-quality resident experience.
• Manage customer resolution processes and escalate issues when required.
• Prepare and distribute legally compliant lease violation notices in accordance with California landlord-tenant law.
• Manage expenses and oversee monthly budgets
• Manage company inventory and maximize budget efficiency
• Handle and deposit resident rent payments and security deposits
• Educate residents on home care, preventative maintenance, and compliance topics such as pest prevention, drain care, and mold/moisture prevention.
• Provide timely written notices for scheduled repairs, inspections, and property access in compliance with CA notice requirements.

Maintenance & Work Order Coordination

• Assign, track, and follow up on work orders to ensure timely and high-quality completion in compliance with California habitability standards.
• Maintain daily communication with maintenance personnel regarding schedules, priorities, and resident needs.
• Coordinate with approved vendors and dispatch work orders as needed.
• Verify and maintain vendor compliance with insurance, licenses, W-9s, and California contractor requirements.
• Oversee unit turnovers and make-ready timelines to ensure units meet company and state standards.
• Conduct property walks to identify maintenance, safety, and habitability issues.

Inspection Management

• Schedule, conduct, and finalize Move-In, Move-Out, Pre-Move-Out, and Annual Inspections using AppFolio or other property management software.
• Maintain working knowledge of inspection types, documentation requirements, and CA habitability laws.
• Assist with move-in/move-out inspections to ensure units meet company and state readiness standards.
• Analyze material lists used for unit turnovers

Financial Reporting

• Maintain trust and operating accounts in compliance with California requirements
• Record and reconcile rent collections, owner contributions, and vendor payments
• Prepare and process owner statements and disbursements
• Handle accounts payable and receivable for managed properties
• Reconcile bank accounts and trust ledgers monthly
• Track security deposits and ensure proper accounting and disposition
• Prepare financial reports for owners and management
• Support annual budgets, audits, and tax reporting
• Ensure compliance with fair housing, trust accounting, and regulatory rules

Record Keeping and Documentation

• Maintain accurate records of rent payments and expenses
• Maintain detailed documentation of resident complaints
• Oversee all employee communications with residents, vendors, etc.
• Document incident reports with employees and/or residents
• Maintain proper filing of legal notices and delinquencies

Onsite Management Support

• Provide guidance and support to onsite property managers and maintenance staff.
• Review onsite daily and weekly reports for accuracy and required follow-up.
• Coordinate and schedule resident move-ins and ensure unit readiness.
• Assist in monitoring onsite employee schedules, task completion, and performance consistent with CA labor laws.
• Prepare and send legally compliant postings and notices for onsite managers.

Vendor & Administrative Support

• Assist with onboarding and integrating new vendors into company operational systems.
• Maintain complete and accurate vendor files including insurance, licensing, pricing, and contracts.
• Coordinate work orders through AppFolio
• Process rent payments, security deposits, and financial transactions in compliance with California rental laws.
• Support the Property Manager with distributing company updates, procedural documents, and operational communications.

Qualifications

• 3-5 years of previous experience in property management, real estate operations, residential/multifamily housing, or related field preferred.
• Strong customer service, communication, and resident relations skills.
• Ability to multi-task, prioritize, and manage a fast-paced workload.
• Proficiency with property management software; AppFolio experience strongly preferred.
• AppFolio Experience Required
• AppFolio Accounting Experience Required
• Strong organizational skills, attention to detail, and follow-through.
• Ability to identify and resolve issues related to resident needs, maintenance, and property operations.

Key Competencies

• Professional written and verbal communication
• Conflict resolution & problem-solving
• Organization & time management
• Knowledge of property operations, inspections & maintenance processes
• Ability to work independently and as part of a team
• Accurate documentation and task follow-through

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job, with or without reasonable accommodation:

• Ability to sit, stand, walk, and move intermittently throughout the workday.
• Ability to operate a computer, phone, and office equipment for extended periods.
• Ability to occasionally lift or move items up to approximately 20 pounds (files, supplies).
• Ability to walk properties, climb stairs, and conduct onsite inspections.
• Ability to communicate clearly in person, by phone, and in writing.
• Ability to travel locally between properties (driving or alternative transportation is acceptable).

Reasonable accommodations will be provided for qualified individuals with disabilities.

The company is an Equal Employment Opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, creed, ancestry, national origin, citizenship, sex, gender, gender identity or expression, sexual orientation, pregnancy, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected under California or federal law.

Job Type: Full-time

Pay: Up to $77,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• On-the-job training
• Paid time off
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Accounting: 1 year (Preferred)
• Property Management: 3 years (Required)

License/Certification:

• Driver's License (Required)
• Real Estate License (Preferred)

Work Location: Hybrid remote in San Diego, CA 92115

Salary : $77,000