Assistant Property Manager / Tenant Services Coordinator

About the Role

We are seeking a highly organized and detail-oriented Assistant Property Manager / Tenant Services Coordinator to support our commercial property management operations. This role requires experience in property management (commercial preferred, but residential experience will be considered). The ideal candidate will be skilled in lease administration, vendor coordination, work order tracking, and financial reporting.

This is a behind-the-scenes role, primarily handling communications via email, managing property operations, and assisting property managers with financial and administrative tasks.

Key Responsibilities

• Lease & Tenant Management:
• Review and prepare commercial lease abstracts for internal reference.
• Track and maintain Certificates of Insurance (COIs) for vendors and tenants.
• Draft and send email communications and formal letters to tenants.
• Track annual rent increases and prepare notifications accordingly.
• Work Order & Vendor Coordination:
• Assist in scheduling and coordinating work orders for 6–8 building engineers, ensuring timely completion.
• Enter work orders into Yardi and follow up to ensure tenant requests are addressed professionally.
• Oversee the new vendor and tenant setup process in company systems.
• Prepare contracts for third-party vendors.
• Financial & Administrative Support:
• Invoice coding for payables to ensure timely vendor payments.
• Monitor monthly accounts receivable to track rent payments and outstanding balances.
• Assist property managers in preparing annual operating budgets.
• Gather bids and proposals for Capital Expense (CapEx) projects (roofing, asphalt, painting, HVAC replacements) and non-CapEx repairs (landscaping, plumbing, electrical, etc.).
• Technology & Reporting:
• Utilize Excel and SharePoint for tracking and reporting tasks.
• Maintain accurate records and assist with research and special projects as required.

This is a 100% Remote Job

Full time

$5/hr

Requirements

What We’re Looking For

• Experience:
• Property management experience required (commercial preferred, but residential experience will be considered).
• Experience using Yardi or similar property management software is a plus.
• Skills & Competencies:
• Strong organizational and multitasking abilities.
• Excellent written communication skills (for tenant and vendor correspondence).
• Proficiency in Excel, SharePoint, and Microsoft Office Suite.
• Ability to obtain bids, track expenses, and manage property maintenance requests efficiently.
• Personal Attributes:
• Detail-oriented with a proactive approach to problem-solving.
• Strong ability to work independently and meet deadlines.
• Professional and reliable, with excellent follow-through on tasks.