Property Management Assistant

JOB DESCRIPTION

Property Management Assistant Job Summary The Property Management Assistant provides administrative and operational support in the day-to-day management of the property. The position is responsible for assisting in tenant relations, document management, Helpdesk operations, property inspections, caretaker coordination, and ensuring compliance with company policies and procedures. The role serves as a liaison between Management, tenants, and on-site personnel to maintain efficient property operations and excellent customer service. Duties and Responsibilities

• Assist Management in the daily administration and operation of the property.
• Attend to tenant inquiries, concerns, complaints, and maintenance requests through the Helpdesk.
• Coordinate with caretakers, maintenance personnel, contractors, and other service providers regarding repair and maintenance concerns.
• Conduct regular site inspections to monitor the cleanliness, safety, security, and overall condition of the premises.
• Monitor caretaker performance and ensure compliance with company rules, policies, and operational procedures.
• Report operational issues, policy violations, and maintenance concerns to Management.
• Maintain, organize, and file lease contracts, tenant records, billing documents, and other administrative files.
• Assist in the preparation of lease agreements, notices, incident reports, correspondence, and other property management documents.
• Coordinate tenant move-ins, move-outs, inspections, and unit turnovers.
• Maintain accurate records of tenant requests, maintenance work orders, and incident reports.
• Perform office errands, bank transactions, government-related transactions, and other official company business as assigned.
• Communicate professionally with tenants, clients, suppliers, contractors, and government agencies.
• Ensure that company policies, house rules, and lease agreement provisions are properly implemented.
• Perform other duties and responsibilities as may be assigned by Management.

Qualifications

• Senior High School Level / Graduate, College Level, or College Graduate. A degree in Business Administration, Property Management, Hospitality Management, or a related field is an advantage.
• Excellent verbal and written communication skills.
• Customer-oriented with strong interpersonal skills.
• Highly organized and detail-oriented.
• Able to work independently and under minimal supervision.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) and email correspondence.
• Willing to conduct fieldwork and property inspections when necessary.
• Honest, trustworthy, and maintains confidentiality.
• Previous experience in property management, customer service, or administrative work is an advantage but not required.

Skills and Competencies

• Administrative and organizational skills
• Customer service and tenant relations
• Problem-solving and conflict resolution
• Time management and multitasking
• Professional communication
• Basic report writing and documentation
• Teamwork and coordination
• Attention to detail