ASSISTANT PROPERTY MANAGER JOB DESCRIPTION

Leasing an apartment community and keeping it financially stable are two distinct jobs. The Assistant Property Manager holds both. This role owns the front-line revenue cycle, from qualifying prospects and executing lease agreements through collecting rent, managing delinquency, and completing LIHTC or tax-credit certifications, while simultaneously maintaining resident relations and daily site operations. Within a multifamily portfolio, the position answers to the Property Manager and directly influences occupancy rates and compliance standing under HUD, Section 8, and local housing authority programs. Few residential roles carry this breadth of financial and leasing accountability at the same time.

As the Assistant Property Manager, you are accountable for the leasing performance, rent collection, and regulatory compliance of a residential apartment community, directly supporting the Property Manager in sustaining occupancy and financial health. You work across the full resident lifecycle, from initial inquiry and application processing through lease renewal and move-out inspection, while coordinating maintenance requests, handling resident concerns, and ensuring the property meets all applicable fair housing and tax-credit program requirements.

Career Impact: Holding concurrent responsibility for leasing conversion and LIHTC certification positions you for advancement to a Property Manager role with full portfolio accountability.

Business Impact: Occupancy rates and delinquency ratios at a residential community move directly with how well this role executes; vacancy loss and uncollected rent are immediate, measurable consequences of performance gaps here.

Growth Opportunity: Hands-on experience with tax-credit compliance, HUD regulations, and resident retention programs builds the regulatory fluency that commands significantly higher compensation at the Property Manager and Regional Manager levels.

• Lease apartments to qualified prospects by conducting tours, explaining terms, processing applications, and completing all move-in documentation.
• Collect rent and ancillary fees from residents, including delinquent accounts, daily deposits, and accurate posting of all payments.
• Complete LIHTC move-in certifications and annual re-certifications in compliance with income and asset calculation requirements.
• Maintain accurate resident, prospect, and unit make-ready records in property management software and physical files.
• Inspect vacant apartments before leasing and after move-out to assess condition and ensure readiness for the next resident.
• Develop and implement marketing and outreach campaigns to generate qualified traffic and support resident retention programs.
• Coordinate maintenance service requests with on-site staff and contractors, following up to confirm timely resolution and resident satisfaction.
• Handle resident concerns and complaints promptly, escalating to the Property Manager when circumstances require.

• Bachelor's degree in business, real estate, or a related field, or equivalent work experience.
• 2 or more years of residential property management experience, with demonstrated leasing and rent collection responsibilities.
• Familiarity with federal, state, and local fair housing laws and landlord-tenant regulations.
• Experience with tax-credit programs, including Low Income Housing Tax Credit (LIHTC) or HUD/Section 8 administration.
• Strong bookkeeping skills with the ability to prepare and interpret basic financial reports, variance summaries, and delinquency logs.
• Proven customer service ability with the interpersonal skills to de-escalate resident concerns professionally.
• Proficiency with Microsoft Office applications including Word, Excel, and Outlook.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines independently.

• Prior experience in a Leasing Consultant role before advancing to assistant management, demonstrating direct sales and traffic-conversion skills.
• Working knowledge of property management software platforms in the Yardi or RealPage product families.
• Bilingual communication ability, particularly in communities serving non-English-speaking resident populations.
• Experience managing Class A multifamily properties with amenity programming and elevated resident service standards.

• Occupancy rate, measuring how consistently the managed community stays above the budgeted leased percentage.
• Delinquency ratio as a percentage of scheduled rent, reflecting collection discipline on current and aging accounts.
• Lease renewal rate, tracking how many expiring leases convert to renewals through resident retention efforts.
• LIHTC certification turnaround time in days, measuring compliance accuracy and administrative speed on tax-credit move-ins.
• Maintenance request close rate within 48 hours, reflecting coordination effectiveness with on-site and contracted maintenance staff.
• Typical tools: property management software (commonly Yardi Voyager or OneSite); leasing CRM (commonly Yardi CRM or Rent Café)

• Base Salary Range: $42,000 – $58,000 annually, depending on market and portfolio size
• Bonus: Performance bonus tied to occupancy and delinquency targets, typically 5–10%
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 10–15 days annually, plus standard federal holidays
• Common Perks: Reduced or waived rent at managed property, mileage reimbursement, professional development support toward CPM or CAM designation

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including criminal history screening, are a condition of employment for all positions. Work authorization in the United States is required; candidates must provide documentation verifying eligibility before starting. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, disability status, age, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations for applicants with disabilities are available upon request throughout the hiring process.

The Assistant Property Manager delivers end-to-end property operations for a commercial portfolio, managing tenant work orders, vendor contracts, budget preparation, and financial reporting to ensure operating efficiency. Reporting to the Property Manager and coordinating with building staff, contractors, and internal departments, this role enables seamless tenant service and cost-effective facility management.

Key Responsibilities

• Manage and facilitate tenant work order requests with building staff and outside vendors to completion promptly.
• Monitor service contractors regularly to ensure service is delivered per contract specifications and that insurance and contract documentation are in order.
• Maintain financial management responsibilities, including assisting with the preparation of budgets, accruals, reforecasts, and budget variance reporting.
• Analyze current maintenance programs and procedures and make recommendations to ensure operating efficiency and effectiveness.
• Identify and achieve additional tenant service income opportunities.
• Manage tenant electric meter reading procedures and ensure accurate and timely invoicing, including annual reconciliation billings.
• Assist with invoice review and processing.
• Promote, establish, and maintain positive relations with tenants through regular proactive communication, meetings, and routine follow-up.
• Inform the Property Manager regularly of topics discussed and action items to be addressed.
• Arrange, coordinate, and attend new tenant orientation meetings to review the tenant welcome package, move-in requirements, general property information, and rules and regulations.
• Manage tenant move-ins and move-outs, including certificates of insurance, signage, move management, closeout, and inspection.
• Coordinate annual tenant warden training and evacuation drills.
• Respond to site emergencies and participate in emergency response protocol.
• Inspect tenant space, common areas, base building areas, and grounds regularly to ensure a high level of maintenance, interfacing with internal staff and vendors.
• Coordinate with external contractors and internal departments to ensure seamless and cost-effective customer service is delivered.
• Maintain a working knowledge of company databases and information and reporting tools.

Required Qualifications

• Bachelor's degree in business administration, real estate, or a related field.
• RPA or CPM certification coursework and LEED-approved courses are highly desirable.
• 2–5 years of property management experience.
• Working knowledge and understanding of operating costs, budgeting, and related expense control.
• Familiarity with ADA and OSHA requirements.
• Proficiency in Microsoft Office applications.
• JD Edwards experience is preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Ability to organize and coordinate work efficiently, set priorities, and respond to multiple tasks with creativity and resourcefulness.
• Ability to work autonomously and as a productive member of a team.
• Ability to work under pressure and meet deadlines.

Embedded within a residential property management team, the Assistant Property Manager owns leasing presentations, resident communications, and marketing initiatives to maintain high occupancy and resident satisfaction. Working closely with the Property Manager and leasing staff, this role shapes the front-line customer experience across a multi-family apartment community.

Core Functions

• Communicate with residents and management to ensure all areas of concern are addressed promptly and professionally.
• Present features and benefits of the apartment community to secure lease agreements.
• Distribute and follow up on renewal notices to current residents electronically.
• Maintain an accurate and updated inventory of available apartments in the property management software system.
• Assist with maintenance service requests with appropriate documentation and follow up daily to ensure resident satisfaction.
• Maintain marketing initiatives to connect and engage residents, including posting announcements, photos, updates, and event information.

Qualifications & Experience

• 3+ years in multi-family residential property management.
• Proficiency in Yardi Voyager and similar property management software.
• Proficiency in MS Office, including Word, Outlook, and Excel.
• Positive attitude and strong customer service orientation.
• Ability to work in a fast-paced environment with strong organizational and follow-up skills.

Reporting to the Property Manager, the Assistant Property Manager leads building operations support across a commercial property portfolio, managing tenant relationships, service requests, and vendor coordination to ensure quality facility performance. Partnering with management, office staff, field personnel, and contractors at all levels, this role builds the foundation for cost-effective, high-quality property services.

Primary Duties

• Build and maintain relationships with tenants.
• Assist the Property Manager with the development of RFPs and execution of contracts and purchase orders.
• Receive incoming service requests and assign tasks by priority to the appropriate department.
• Facilitate building work projects, including addressing utility service issues, coordinating maintenance, repairs, and property enhancements to minimize tenant inconvenience.
• Provide positive direction to building staff and vendors to ensure delivery of quality products and services.
• Interact with all levels of management, office staff, field personnel, vendors, and contractors.

Skills & Qualifications

• Bachelor's degree required.
• 2–5 years of property management experience, preferably in commercial property management.
• Strong problem-solving and negotiating skills.
• Excellent verbal and written communication skills.
• Customer relations skills in interacting with all levels of management and field personnel.
• Ability to follow through on work assignments in a timely and organized manner.

Sitting at the intersection of leasing operations and regulatory compliance, the Assistant Property Manager supports daily site operations and financial performance for a residential community, managing resident data, lease renewals, re-certifications, and sales activities. Operating across resident relations, marketing, and compliance functions, this role enables occupancy targets and the delivery of a high-quality resident experience under federal and state housing regulations.

Duties

• Ensure compliance with all local, state, and federal agency regulations.
• Enter and maintain accurate resident, prospect, and unit make-ready information in property management software and physical files.
• Prepare TIC documentation during move-in and re-certification as necessary.
• Schedule and conduct re-certifications with all residents.
• Follow up on emergency calls and after-hours maintenance with residents.
• Develop sales and marketing campaigns to attract new residents.
• Implement and conduct resident events and resident retention programs.
• Answer telephone and email inquiries from prospective residents.
• Explain and process applications, collect deposits, and verify application information and documentation within 24 hours.
• Maintain physical resident files accurately and completely.
• Conduct new resident orientations and complete move-in procedures in accordance with established policies and procedures.
• Assist with rent collections and bookkeeping.
• Develop positive resident and community relationships and handle resident concerns in the absence of the Property Manager.
• Inspect models and the leasing office daily to ensure each is spotless and representative of standards, opening model units each morning and securing them each evening.

Experience & Qualifications

• 2 years of college education preferred.
• Minimum 1 year of property management experience.
• Experience with tax-credit programs.
• Familiarity with federal, state, and local fair housing and landlord/tenant laws.
• Working knowledge of Word, Excel, and the internet.
• Strong bookkeeping and organizational skills.
• Strong customer service and communication skills.
• Results-oriented with critical thinking, sound decision-making, and time management skills.
• Excellent interpersonal, motivational, writing, and leadership skills.
• Strong attention to detail and professional demeanor.
• Ability to analyze financial data and prepare budget reports.
• Ability to work in a fast-paced office environment.

A key member of the regional property management team, the Assistant Property Manager shapes budget preparation, financial reporting, lease negotiations, and on-site staff supervision across a portfolio of multi-family communities in Petaluma, California, and surrounding areas. Collaborating across ownership, building staff, vendors, and contractors at all levels, this role advances the operational and financial performance of 18 residential communities.

Functions

• Build and maintain tenant relationships.
• Prepare detailed operating budgets and monthly reports of operations for owner review, ensuring efficient and effective use of resources.
• Ensure that overall budgeting, reporting, and property management functions within the portfolio are carried out in a timely and efficient manner.
• Prepare annual operating expense budgets for all existing facilities, including recommendations for non-cyclical repairs and other value-driven property enhancements.
• Provide positive leadership and direction to building staff and vendors to ensure delivery of quality products and services.
• Review and approve payables and receivables as prepared at the site level.
• Review and supervise all accounting output as required by the property.
• Assist in the credit and collection function to maintain goodwill between landlord and tenant.
• Manage the emergency on-call function during nights, weekends, and holidays to ensure property management needs are addressed in a timely manner.
• Supervise on-site staff, including security, day porter, facility manager, maintenance staff, and vendors.
• Effectively manage lease negotiations to ensure that obligations of landlord and tenant are accurately interpreted and delivered.
• Interact with all levels of management, office staff, field personnel, vendors, and contractors.

Background & Experience

• College degree preferred.
• CPM designation is a plus.
• At least 1 year of property management experience, preferably in multi-family property management.
• Knowledge of real estate law, finance, accounting practices, and procedures.
• Proficiency in computers and software, including Appfolio.
• Customer relations skills in interacting with all levels of management and field personnel.
• Ability to carry out financial analysis, problem-solve, and manage diverse activities by organizing and prioritizing appropriately.
• Ability to follow through on work assignments in a timely and organized manner.

The strength of a commercial healthcare real estate portfolio depends on the Assistant Property Manager, who leads financial reporting, invoice management, budget preparation, and tenant service coordination across a portfolio of medical office buildings. Based within HTA's Phoenix Market and working with tenants, building engineers, property managers, vendors, and the Vice President of Operations, this role ensures exceptional customer service standards and the smooth day-to-day operation of each property.

Leadership Responsibilities

• Assist with tenant and vendor correspondence and communications.
• Lead a small portfolio of properties with oversight from the Property Manager.
• Prepare and distribute monthly financial reports.
• Assist with budget preparation, annual reconciliations, and monthly variance reports.
• Assist with aged delinquency reports and tenant collections, including sending delinquency and reminder letters.
• Work with the accounting department to ensure receivables collected are coded and posted correctly.
• Prepare tenant correspondence, primarily for rent changes.
• Assist with tenant issues, particularly those related to accounting, ensuring effective resolution and proper follow-through.
• Prepare tenant move-out packages.
• Assist with contract administration, including document preparation and the bid process for contract services and construction work.
• Review and code property invoices for payment and approval, and direct tenant charges.
• Assist in tracking capital improvement work and work on special projects under senior supervision.

Position Requirements

• Bachelor's degree in a business-related field preferred.
• Active Real Estate License required.
• 3+ years of prior commercial real estate experience preferred, with medical office experience a plus.
• Basic understanding of lease terms.
• Knowledge of Avid Xchange A/P and MRI preferred, as well as Angus Work Order, Chrome River Expense Reporting, SharePoint, Adobe, and CoStar/LoopNet.
• Extensive experience with Microsoft Word and Excel.
• Excellent oral and written communication skills.
• Detail-oriented and able to handle multiple projects simultaneously with a high level of professionalism and customer service orientation.
• Ability to work under deadlines and high volumes of work with little direction.

As the Assistant Property Manager, this role owns leasing activity, rent collection, delinquency management, and resident relations for a multi-family apartment community, while also carrying out all responsibilities of a Leasing Consultant. The residential management team relies on this work to maintain occupancy, support maintenance staff, and sustain a clean, safe community for both current and prospective residents.

Accountabilities

• Lease apartments in compliance with applicable laws and regulations.
• Greet and qualify prospects, complete marketing forms and guest cards, conduct tours, and offer refreshments.
• Research and create innovative marketing strategies.
• Assist with training of staff members.
• Assist in supervising both maintenance staff and outside contractors working on the property.
• Adhere to all appropriate personnel, accounting, maintenance, and purchasing directives.
• Assist with ensuring that bank deposits are made daily, purchasing necessary office supplies, collecting rent, and handling delinquent accounts.
• Assist in establishing schedules and assigning personnel for routine maintenance and emergency coverage, and help ensure that maintenance requests are handled quickly.
• Inspect vacant apartments and handle details of move-ins and move-outs.
• Help ensure that residents are provided with a clean, safe, and well-maintained community.
• Report accidents and emergencies to the Property Manager immediately.
• Prepare incident reports and continually inspect the property to report deficiencies.
• Ensure good public relations between residents and personnel.

Professional Experience

• High school diploma required; college degree preferred.
• Three years of experience in multi-family property management, ideally in prior roles as a Leasing Consultant and Assistant Property Manager.
• Prior experience working on Class A properties preferred.
• Prior experience with property management software, including Yardi Voyager, Yardi CRM, Blue Moon, and Yieldstar.
• Thorough knowledge of accounting and administrative procedures.
• Strong leadership, training, supervision, and decision-making capabilities.
• Strong organizational skills and ability to keep accurate records.
• Pleasing personality with the ability to work with and understand the problems and attitudes of residents.

Assistant Property Manager delivers financial oversight, tenant service coordination, and vendor management across a portfolio of medical office buildings for a leading private healthcare real estate company headquartered in Chicago. Success in the position means supporting budget preparation, invoice review, capital project assistance, and tenant appreciation initiatives in close collaboration with property managers and building engineers across the United States.

Day-to-Day Responsibilities

• Review and approve the monthly schedule of charges.
• Review, code, batch, and approve all invoices.
• Run monthly budget comparison reports and make variance comments.
• Monitor and resolve accounts receivable aging.
• Assist tenants in determining proper payment amounts.
• Manage certificate of insurance compliance and tracking.
• Review past tenant concerns regarding building services to ensure follow-up and satisfaction.
• Monitor building conditions and upkeep, including vacant spaces.
• Ensure quick response times for building maintenance and tenant service orders with building engineers and contractors.
• Assist with tenant appreciation events and with the transition of properties during acquisition and disposition.
• Assist with property capital and tenant improvement projects.
• Manage third-party contractors and vendors and rebid service contracts regularly.
• Prepare the first draft of the annual budget.
• Assist in the management of a portfolio of medical office buildings.

Minimum Qualifications

• Bachelor's degree or equivalent experience required.
• Real Estate License preferred.
• 2+ years of property management experience.
• High proficiency in Microsoft-based software.
• Excellent oral and written communication skills.
• Solid organizational skills with the ability to work efficiently and independently.

The Assistant Property Manager produces accurate tax credit certifications, resident file management, and financial stability initiatives for an affordable housing community, supporting move-in processing, unit inspections, and leasing operations. Reporting to senior property management and working directly with residents, this role advances occupancy performance and regulatory compliance under LIHTC, HUD, and public housing program requirements.

Key Responsibilities

• Achieve financial stability through cost reduction and implementing systems to maintain low delinquency.
• Participate in the preparation of the annual operating budget.
• Complete all tax credit move-in certifications and re-certifications promptly, sending reminder notices as needed.
• Calculate income and assets in compliance with applicable requirements.
• Inspect and show units, prepare lease packages, perform lease orientations and signings, and submit relevant documentation.
• Process applications and prepare move-in packets.
• Respond to resident questions and complaints, investigate disturbances and violations, and resolve problems promptly.
• Maintain a high standard of resident relations.

Qualifications & Experience

• 3+ years of experience in property management.
• At least 1 year of management or leadership experience.
• Experience with Low Income Housing Tax Credit programs, HUD, and public housing programs preferred.
• Familiarity with housing management requirements.
• Proficiency in Microsoft Word and Excel, and OneSite/Yardi preferred.
• Strong organizational skills and outstanding customer service.

Embedded within the on-site operations team at Herman and Kittle Properties, the Assistant Property Manager develops positive resident relationships, manages the leasing process from apartment showings through paperwork completion, and promotes community occupancy through multi-channel marketing. Working closely with residents, prospective tenants, and on-site staff, this role advances a high-quality residential experience and supports the organization's values of excellence, accountability, and community commitment.

Core Functions

• Work with prospective residents to understand their needs and help them find suitable apartments.
• Show and lease apartments, assist residents with paperwork, and file documentation accordingly.
• Ensure paperwork is complete, files are properly prepared, and data is entered into the computer system.
• Build positive relationships with current residents to promote customer satisfaction and help maintain occupancy rates.
• Market the property through advertising, print media, websites, social media, networking, word of mouth, and referrals.
• Assist with reception duties, including greeting residents and visitors, answering calls, and completing work orders.

Skills & Qualifications

• High school diploma or GED.
• Tax credit experience is strongly preferred.
• Beginner proficiency in MS Office.
• Strong communication and people management skills.
• Understanding of customer needs with the ability to market and sell effectively.
• Strong attention to detail and organizational skills.
• Ability to shift priorities and remain flexible as needed.
• Ability to carry out detailed written or oral instructions and deal with problems involving a limited number of variables.
• Ability to perform basic math operations, including working with fractions, decimals, rates, and percentages.

Reporting to the property management team, the Assistant Property Manager refines accounts payable and receivable workflows, contract coordination, and financial reporting for a commercial real estate portfolio, directly supporting asset performance and tenant communications. Partnering with senior staff, tenants, vendors, and contractors, this role enables accurate and timely delivery of property operations, budget support, and compliance reporting.

Primary Duties

• Oversee accounts payable and receivable for properties, generating purchase orders and coding invoices.
• Assist with budget preparation.
• Set up and maintain files, materials, information, and schedules.
• Manage a database of key clients and contacts.
• Prepare and distribute correspondence, packets, and other information related to property management and operations.
• Coordinate contract bids and performance reports.
• Assist with the collection of rent, expenses, and other amounts owing from tenants under leases or services performed.
• Assist with monthly and quarterly asset reviews and required reporting.

Required Qualifications

• Associate's degree or an equivalent combination of education, training, and experience.
• Minimum 2 years of experience assisting with commercial real estate, property management, or property accounting.
• Proficiency in Microsoft Word, Excel, and Outlook, with MRI experience a plus.
• Strong verbal and written communication skills and ability to draft detailed communications to tenants, vendors, and others.
• Excellent interpersonal skills with the ability to develop effective working relationships with staff, vendors, contractors, and tenants.
• Organized, task-oriented self-starter able to work in a fast-paced, team-oriented environment with multiple deadlines and adapt readily to changing priorities.

Sitting at the intersection of leasing operations and property administration, the Assistant Property Manager oversees rent collection, the full leasing cycle, maintenance coordination, and tenant relations for a residential apartment community at Riverview Towers in Camden, NJ. Operating across administrative, financial, and facilities functions and reporting to the on-site Property Manager, this role supports safe, well-maintained housing and responsive service for residents under Section 8 and related programs.

Scope of Work

• Collect rents and all monies on site promptly, including daily deposits and record keeping.
• Manage the leasing process, including handling telephone inquiries, greeting prospective tenants, showing apartments, taking applications and deposits, verifying application information, following up, and processing renewals.
• Inspect the property for safety and maintenance needs.
• Address tenant issues and relations.
• Coordinate property maintenance.
• Perform administrative activities, including maintaining records, preparing reports, and tracking and processing accounting data.

Knowledge Skills & Abilities

• High school diploma or equivalent.
• Industry knowledge and Section 8 experience strongly preferred.
• Computer proficiency in MS Office, including MS Word and Excel required, with Rent Roll experience a plus.
• Excellent customer service skills.
• Strong sense of teamwork, accuracy, and dependability.
• Aptitude for basic office procedures.
• Ability to organize and prioritize tasks to ensure accuracy and timely completion.
• Ability to manage multiple tasks effectively and exercise prudent judgment independently in the absence of the Property Manager.