Assistant Property Manager - TIAM

The Assistant Property Manager supports the overall operation and financial performance of a multifamily residential community. This position assists with leasing, resident relations, rent collection, reporting, compliance, vendor coordination, and administrative functions while helping ensure the property operates efficiently and provides exceptional customer service. The Assistant Property Manager works closely with the Property Manager to achieve occupancy, retention, and financial goals.

Essential Duties and Responsibilities

Resident Relations & Customer Service

• Serve as a primary point of contact for residents, prospects, vendors, and visitors.
• Respond professionally to resident concerns, requests, and complaints while ensuring timely resolution.
• Maintain positive resident relationships and contribute to resident retention initiatives.
• Assist with resident communications, notices, and community events.

Leasing & Occupancy

• Support leasing efforts to achieve occupancy and revenue goals.
• Conduct property tours and assist prospective residents through the application process.
• Process applications, verify documentation, and prepare lease agreements and renewals.
• Follow up on leads and maintain accurate leasing records within property management software.
• Assist with renewal strategies and resident retention programs.

Financial Administration

• Assist with rent collection and delinquency management.
• Monitor resident accounts and follow up on outstanding balances.
• Prepare deposits and ensure accurate posting of payments.
• Assist with accounts payable processes, purchase orders, and invoice management.
• Support budget tracking and financial reporting requirements.

Property Operations

• Coordinate with maintenance staff regarding work orders and resident service requests.
• Monitor completion of service requests and resident satisfaction.
• Assist with vendor scheduling and contractor coordination.
• Conduct property inspections and report maintenance, safety, or appearance concerns.

Reporting & Compliance

• Maintain accurate resident files and property records.
• Ensure compliance with company policies, Fair Housing regulations, and applicable federal, state, and local requirements.
• Assist with audits, inspections, and compliance reporting.
• Prepare weekly, monthly, and other operational reports as required.

Administrative Support

• Maintain organized filing systems and electronic records.
• Process move-ins, move-outs, transfers, and renewals.
• Manage office supplies and administrative documentation.
• Support the Property Manager with special projects and operational initiatives.

Qualifications

Education & Experience

• High school diploma or GED required.
• Associate's degree or bachelor's degree preferred.
• Minimum of 1-3 years of multifamily housing, leasing, property management, or related customer service experience preferred.
• Experience with property management software preferred.

Knowledge, Skills & Abilities

• Strong customer service and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and time management skills.
• Basic understanding of property management operations and financial processes.
• Proficiency with Microsoft Office Suite and property management software.
• Ability to maintain confidentiality and professionalism.
• Knowledge of Fair Housing regulations and property management best practices preferred.

Physical Requirements

• Ability to walk the property, including stairs, for inspections and resident interactions.
• Ability to sit, stand, and operate office equipment for extended periods.
• Ability to lift up to 25 pounds occasionally.

Work Environment

• Professional office environment within a residential apartment community.
• Requires interaction with residents, prospects, vendors, contractors, and team members.
• May require occasional evening, weekend, or holiday coverage based on business needs.

Performance Expectations

Success in this role will be measured by:

• Resident satisfaction and retention.
• Occupancy and leasing performance.
• Delinquency reduction and rent collection efforts.
• Accuracy of reports and resident records.
• Compliance with company policies and regulatory requirements.
• Contribution to overall property operations and team success.

Reporting Relationship

Reports directly to the Property Manager and works collaboratively with leasing, maintenance, and regional management teams.

Required Qualifications

• High school diploma or GED required.
• Minimum of one (1) year of experience in property management, leasing, customer service, hospitality, banking, retail management, or a related field.
• Strong customer service and interpersonal communication skills.
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and handle sensitive resident and financial information.
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.
• Ability to work independently while contributing to a team-oriented environment.
• Professional appearance and demeanor.
• Valid driver's license and reliable transportation.

Preferred Qualifications

• Two (2) or more years of multifamily property management experience.
• Previous experience with property management software such as Yardi, AppFolio, RealPage, Entrata, OneSite, or similar platforms.
• Experience with rent collection, delinquency management, resident retention, and lease administration.
• Knowledge of Fair Housing laws and multifamily housing regulations.
• Experience with budget tracking, accounts payable, and financial reporting.
• Bilingual skills are a plus.

Knowledge, Skills, and Abilities

• Exceptional customer service and conflict resolution abilities.
• Strong verbal and written communication skills.
• Ability to analyze resident accounts and financial information accurately.
• Strong attention to detail and follow-through.
• Ability to meet deadlines in a fast-paced environment.
• Problem-solving and decision-making skills.
• Ability to maintain a positive attitude during challenging situations.
• Ability to learn and adapt to changing company policies, procedures, and technology.
• Working knowledge of leasing, resident relations, collections, and property operations.

Physical Requirements

• Ability to walk the community and climb stairs as needed.
• Ability to sit, stand, bend, and move throughout the property during the workday.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to operate standard office equipment, including computers, printers, and telephones.

Certifications (Preferred but Not Required)

• Certified Apartment Manager (CAM)
• National Apartment Leasing Professional (NALP)
• Accredited Residential Manager (ARM)
• Other multifamily housing industry certifications