Assistant Property Manager (Admin & Compliance)

Job Description

Job Description

The Assistant Manager (Administration & Leasing Compliance) will play a critical role in ensuring smooth administrative operations, compliance with company and legal standards, and supporting leasing activities. This position requires a proactive individual with a keen eye for detail to manage tenant applications, lease processes, market analysis, and compliance tasks. The ideal candidate will thrive in a fast-paced environment, excel at organization, and contribute to the team’s success through precise and timely execution of responsibilities.

Key Responsibilities

• Daily:

  • Serve as the first point of contact for phone calls, promptly addressing inquiries or directing them to the appropriate team member.

  • Review voicemails and E-mails and distribute messages/contact information to relevant staff.

  • Process tenant applications, follow up on missing documents, and ensure complete applications are accurately entered into the system (e.g., AppFolio).

  • Verify that all applicants submit required documentation, maintaining strict attention to detail.

  • Prepare and send tenant communications, including lease renewals, 3-day notices, and lease violation notices, ensuring legal compliance and accuracy.

• Weekly:

  • Follow up on bad debt from past tenants, track payments or payment plans, and report issues to the Property Manager with detailed notes.

  • Assist with tenant disputes and adjustment requests, escalating complex cases to the Property Manager while ensuring accurate documentation.

• Monthly:

  • Send out lease renewals and manage lease signings for both residential and commercial tenants, ensuring all documents are complete and compliant.

  • File and track asset warranties (e.g., unit appliances, upgrades), ensuring accurate logging and organization of records.

  • Review market surveys and rent comps to suggest competitive rental rates for Property Manager approval, leveraging attention to detail to ensure data accuracy.

  • Propose and draft property-specific lease addendums to reflect unique conditions or requirements, ensuring precision and alignment with company policies.

• Yearly:

  • Review tenant communication processes to ensure alignment with company policies and legal requirements, updating procedures as needed.

• Ongoing:

  • Ensure all office processes adhere to Standard Operating Procedures (SOPs) and upload documents to SharePoint with meticulous organization.

  • Maintain detailed records of all property keys (number of copies, locations) and ensure vacant units are prepared with key copies for move-ins.

  • Collaborate with the Property Manager and Leasing Agent to support tenant retention strategies and leasing initiatives.

Qualifications

• Education & Experience:

  • High school diploma or equivalent required; associate’s or bachelor’s degree in business, real estate, or related field preferred.

  • 1-2 years of experience in property management, administrative support, or leasing preferred.

• Skills & Abilities:

  • Exceptional attention to detail and organizational skills, particularly in managing documentation, market data, and lease addendums.

  • Strong communication skills, both written and verbal, for professional tenant interactions and team collaboration.

  • Proficiency in property management software (e.g., AppFolio, SharePoint) and Microsoft Office (Excel, Word).

  • Ability to analyze market surveys and rent comps to propose competitive rental rates.

  • Knowledge of Fair Housing laws and local regulations is a plus.

  • Ability to multitask, prioritize, and work independently in a fast-paced environment.

• Attributes:

  • Proactive problem-solver with a commitment to accuracy and compliance.

  • Team player with a positive attitude and willingness to collaborate across roles.

Work Schedule & Compensation

• Schedule: Full-time, Monday–Friday, with occasional availability for urgent tenant or property issues.

• Compensation: Competitive salary based on experience, with benefits including [insert benefits, e.g., health insurance, paid time off, etc., if applicable].