Assistant Property Manager

Leasing Support

• Respond to rental inquiries via phone, email, or platform messaging in a timely and professional manner
• Schedule and coordinate virtual or in-person property tours for prospective tenants
• Assist with leasing paperwork, including sending documents and following up on signatures
• Send lease renewal reminders to tenants and collect completed renewal forms
• Conduct market research to help determine optimal rent pricing based on unit type, location, and market conditions

Tenant Communications & Inbox Management

• Monitor and respond to tenant messages and inquiries through email and platform inboxes
• Provide status updates on maintenance, leasing, and general requests
• Escalate complex or sensitive issues to Sheanah or the appropriate team member

Work Order Management

• Log and track maintenance requests submitted via AppFolio or email
• Coordinate scheduling with internal maintenance staff and third-party vendors
• Follow up on open work orders, ensure completion, and update records accordingly
• Prioritize and escalate emergency work orders as needed

Owner and Investor Communications

• Draft property performance reports for review by Sheanah or Becky
• Assist in compiling relevant data and insights to support owner/investor updates

Payables Processing & Vendor Coordination

• Enter and track vendor invoices for approval and payment processing
• Communicate with vendors regarding work schedules, invoice status, and payments
• Flag missing invoices, discrepancies, or payment delays to the appropriate internal staff

Requirements

Property Management Experience

• Minimum of 1 year experience in a leasing or property management support role
• Familiarity with tenant communications, leasing workflows, maintenance coordination, and owner reporting

Tool Proficiency

• Strong preference for candidates with hands-on experience using AppFolio
• Experience with comparable platforms such as Buildium, Rent Manager, or DoorLoop is acceptable
• Comfortable navigating cloud-based tools, email systems, spreadsheets, and communication platforms (Slack, WhatsApp)

Communication Skills

• Excellent verbal and written English skills
• Able to handle tenant, vendor, and internal communications with professionalism and clarity

Organization & Attention to Detail

• Highly organized with the ability to manage time effectively and prioritize tasks
• Must be able to track follow-ups, deadlines, and maintain accurate records

Customer Service Mindset

• Approaches tenant and vendor communication with patience, empathy, and helpfulness
• Responsive and service-oriented, with a willingness to go the extra mile

Problem Solving & Judgment

• Capable of working independently and making sound decisions when needed
• Knows when to escalate more complex or sensitive issues to Sheanah or other team members

Excel Proficiency

• Intermediate Excel skills required
• Comfortable with data entry, formula usage, and navigating spreadsheets, as most reporting and repositories are Excel-based

Bookkeeping Support

• Expected to assist with data-entry-level bookkeeping tasks
• Possibility of transitioning into higher-level bookkeeping tasks may be explored after internal team discussions and future process alignment

Tools Needed

• AppFolio
• Zillow
• Zumper
• ApartmentsList
• Facebook Marketplace
• VOIP (Google Voice)
• Microsoft Office (Outlook Email and Calendar, Excel)