Property Management Operations Assistant

Position Overview

We are a property management company seeking a detail-oriented and highly organized Operations Assistant to support our day-to-day property management functions. This role spans four core areas: data entry and file auditing, utility coordination, maintenance follow-up, and tenant-facing customer service — including incoming calls and outreach to delinquent tenants.

The right candidate takes accuracy seriously. Whether you are auditing a compliance file, entering data into our system, or following up with a utility provider, the expectation is that every task is done correctly, completely, and documented. This is a role for someone who notices the details that others miss and holds themselves to a high standard.

Key Responsibilities

Data Entry & File Auditing

This is a foundational part of the role. Accuracy and thoroughness are non-negotiable.

• Perform accurate and timely data entry across property management systems and spreadsheets

• Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information

• Ensure all files meet internal standards and any applicable regulatory or compliance requirements

• Flag discrepancies, missing documents, or non-compliant records and follow up to resolve them

• Maintain organized and up-to-date digital records for all active and inactive properties and tenants

• Perform periodic audits of existing records to ensure ongoing accuracy and completeness

Utility Coordination & Follow-Up

• Contact utility providers on behalf of the company and tenants to set up, transfer, or close accounts as needed

• Follow up on unresolved utility issues — billing discrepancies, service interruptions, account transfers, and outstanding requests

• Track the status of all open utility matters and ensure nothing is left unresolved or unaddressed

• Document all utility-related communications and update records accordingly

• Coordinate with property managers and tenants to ensure utilities are properly handled at move-in and move-out

Maintenance Coordination & Follow-Up

• Follow up on open maintenance requests to ensure they are progressing and vendors are responsive

• Communicate status updates to tenants regarding their maintenance requests in a timely and professional manner

• Coordinate with vendors, contractors, and property managers to schedule and confirm maintenance appointments

• Document maintenance activity and update work order records accurately in the system

• Escalate unresolved or urgent maintenance issues to the appropriate property manager promptly

Customer Service & Tenant Communication

• Answer incoming calls from tenants, owners, and vendors in a professional, helpful, and solution-oriented manner

• Address tenant inquiries related to leases, maintenance, utilities, and general property questions

• Conduct outreach calls to delinquent tenants regarding outstanding balances, payment arrangements, and account status

• Handle difficult conversations with professionalism and composure — de-escalate when needed and document all interactions

• Ensure all tenant communications are logged and follow-up actions are tracked and completed

• Route calls and issues to the appropriate team member when escalation is required

Required Qualifications

• Exceptional attention to detail — your work is accurate, complete, and consistent

• Demonstrated experience in data entry with a strong track record of accuracy

• Experience in an auditing, compliance, or file review capacity

• Comfortable making and receiving professional phone calls, including difficult conversations with delinquent tenants

• Highly organized with the ability to manage multiple open tasks and follow-up items simultaneously

• Strong written and verbal communication skills

• Reliable and self-directed — you follow through on tasks without needing constant oversight

• Comfortable working independently in a remote environment

Preferred Qualifications

• Prior experience in property management, real estate, or a related field

• Familiarity with property management software such as AppFolio, Buildium, Yardi, or similar

• Experience coordinating with utility providers and managing tenant account transitions

• Background in customer service or tenant-facing roles in a residential or commercial property setting

• Experience conducting collections or delinquency outreach calls

Requirements

This is a full time role

Up to $6/hr

100% Remote