Job Description

We're looking for a skilled and reliable individual to support our Property Management Department. The PM Assistant will be responsible for taking and distributing messages, handling confidential information and providing general PM support. The ideal candidate will be a detail-oriented professional who works well on a team and can troubleshoot various problems in a friendly, efficient manner.

Responsibilities:

1. Administrative & Office Support

Answer phone calls and emails from tenants, vendors, and owners in a professional manner. Maintain organized property files--leases, tenant records, vendor invoices, and inspection reports. Track key dates such as lease expirations, move-ins, move-outs, and rent due dates. Prepare and issue standard forms, letters, and notices (e.g., rent reminders, access notices). Update Google Drive or AppFolio files after each activity for easy team access.

2. Tenant Coordination

Respond to maintenance requests and follow up with tenants until resolved. Schedule and confirm appointments for inspections, repairs, and showings. Provide clear instructions to tenants during move-in and move-out. Help ensure tenants comply with lease terms (e.g., pets, parking, or maintenance). Maintain courteous, respectful communication with tenants at all times.

3. Maintenance & Vendor Support

Record incoming maintenance calls or emails in a tracking log or our PM software. Assign and schedule vendors for repairs (plumber, AC tech, electrician, etc.). Obtain estimates for larger jobs and submit to Property Manager or Broker for approval. Follow up with vendors to ensure timely completion and invoice submission. Verify that completed work is satisfactory before closing the request.

4. Property Inspections

Assist with scheduling and conducting move-in, move-out, and annual inspections. Take clear, well-labeled photos and upload to property folders. Check property condition: cleanliness, damages, smoke detectors, and appliances. Prepare simple inspection notes or reports for review by the Property Manager.

5. Financial & Recordkeeping Support

Record rent collections, deposits, and receipts in the tracking system. Assist in preparing owner disbursement summaries. Notify the Property Manager of late or missing rent payments. Keep track of utility bills, HOA payments, or service renewals when assigned.

6. Marketing & Leasing Assistance

Take marketing photos of available units following the company's photo standards. Prepare simple flyers or social media posts for available rentals. Coordinate posting on MLS, Facebook, and other rental sites. Schedule showings with prospective tenants and record feedback. Track listing activity and notify Property Manager of interested applicants.

7. Communication & Team Support

Communicate clearly with owners, tenants, vendors, and the Property Manager. Keep all team members informed of important property updates or emergencies. Maintain confidentiality in all tenant and owner matters. Demonstrate professionalism and a service-oriented attitude.

8. General Expectations

Be punctual, organized, and proactive. Keep a neat, professional workspace and appearance. Follow company policies, safety procedures, and confidentiality rules. Be willing to learn and grow within the property management field.
Job Type: Full-time

Pay: From $10.00 per hour

Work Location: In person