Assistant Property Manager

Assistant Property Manager

Zehr Properties

Position Summary

Zehr Properties is seeking an organized, dependable, and motivated Assistant Property Manager to support the daily operation of our residential and commercial properties. This position works closely with the COO, maintenance department, and company leadership to provide excellent resident service, maintain accurate records, collect outstanding balances, coordinate leasing activities, and ensure properties meet company standards.

The ideal candidate is a strong communicator who can manage multiple priorities, follow through on assignments, and professionally handle resident concerns.

Primary ResponsibilitiesLeasing and Occupancy

• Respond promptly to prospective residents and guest cards.
• Schedule and conduct property showings.
• Follow up with prospective residents after showings.
• Assist applicants with completing rental applications.
• Process applications and verify required documentation.
• Prepare leases, renewals, addenda, and move-in paperwork.
• Contact residents before their leases expire and secure renewals.
• Assist with advertising vacant units on Facebook Marketplace and other approved platforms.
• Maintain accurate vacancy, showing, and leasing records.
• Help the company maintain an occupancy rate of 95% or higher.

Resident Relations

• Respond professionally and promptly to resident calls, emails, and concerns.
• Document all resident communication in AppFolio.
• Follow up to confirm that resident concerns have been addressed.
• Explain lease requirements, company policies, and resident responsibilities.
• Maintain the confidentiality of all resident and company information.
• Assist with resolving complaints while maintaining professional boundaries.
• Provide residents with appropriate notices and supporting documentation.

Rent Collection and Delinquency

• Review resident balances and delinquency reports daily.
• Contact residents with outstanding balances by telephone, email, text, and in-person visits when directed.
• Document every collection attempt in AppFolio.
• Prepare and monitor approved payment agreements.
• Follow up immediately when a payment is missed.
• Assist with delivering late notices, notices to quit, and other required documents.
• Provide management with daily updates regarding collections and payment arrangements.
• Help maintain the company’s delinquency goal of less than $20,000.

Inspections and Property Standards

• Schedule and complete move-in, move-out, pre-move-out, cleanliness, and routine property inspections.
• Upload detailed notes and photographs into AppFolio.
• Identify lease violations, safety concerns, damages, and needed repairs.
• Prepare inspection notices and violation notices as directed.
• Confirm that required corrections are completed by the established deadline.
• Help ensure vacant units are clean, safe, showing-ready, and rent-ready.
• Maintain professional and accurate inspection records.

Maintenance Coordination

• Create accurate and detailed work orders in AppFolio.
• Include the property, unit, resident contact information, issue description, photographs, and access instructions.
• Communicate urgent maintenance concerns to the Service Manager immediately.
• Coordinate scheduling between residents and maintenance personnel.
• Follow up with residents after work is completed.
• Assist with monitoring open work orders and confirming completion.
• Help maintain the company’s goal of fewer than 50 open work orders.

Administrative Responsibilities

• Maintain accurate information in AppFolio.
• Upload leases, notices, payment agreements, photographs, inspection reports, and other documents.
• Complete assigned trackers and reports by the required deadlines.
• Assist with security-deposit documentation and move-out records.
• Maintain organized electronic and paper files.
• Help prepare daily updates and weekly reports for management.
• Participate in morning meetings, staff meetings, and training sessions.
• Provide a daily report identifying completed work, unresolved concerns, and priorities for the following day.
• Perform additional duties as assigned by the Property Manager or Chief Operating Officer.

Performance Expectations

The Assistant Property Manager is expected to:

• Communicate clearly and professionally.
• Respond to calls, emails, and assigned tasks promptly.
• Follow through on responsibilities without repeated reminders.
• Maintain accurate documentation in AppFolio.
• Protect confidential resident and company information.
• Treat residents, applicants, vendors, and coworkers respectfully.
• Work cooperatively as part of the Zehr Properties team.
• Meet established deadlines and company performance goals.
• Take ownership of assigned responsibilities and immediately report concerns or delays.

Qualifications

• High school diploma or equivalent required.
• Previous property management, leasing, customer service, administrative, or collections experience preferred.
• Strong written and verbal communication skills.
• Excellent organization and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Basic knowledge of Microsoft Office, email, and electronic recordkeeping.
• AppFolio experience is preferred but not required.
• Ability to learn landlord-tenant requirements, Fair Housing rules, and company procedures.
• Valid driver’s license, reliable transportation, and acceptable driving record.
• Ability to travel between properties as needed.
• Ability to pass any required background or employment screening.

Physical Requirements

• Ability to walk through apartments, buildings, basements, and exterior property areas.
• Ability to climb stairs and remain standing or walking during inspections and showings.
• Ability to work in office and property environments.
• Ability to occasionally lift and carry up to 25 pounds.

Schedule

This is a full-time position. The regular schedule will be established by management. Occasional evening or weekend availability may be required for showings, emergencies, inspections, or other operational needs.

Equal Opportunity Statement

Zehr Properties is an equal-opportunity employer. Employment decisions are based on qualifications, performance, and business needs without unlawful discrimination.

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Shift availability:

• Day Shift (Preferred)

Ability to Commute:

• Meadville, PA 16335 (Preferred)

Work Location: In person

Salary : $40,000 - $50,000