Assistant Property Manager

Job Title: Assistant Property Manager

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for tenant schedules, leasing deadlines, and urgent maintenance issues)

About the Role

Our client is seeking an Assistant Property Manager to support day-to-day property operations, tenant communication, leasing administration, maintenance coordination, and operational reporting across residential and/or commercial portfolios.

This role serves as the operational backbone of the property management team, ensuring tenants receive timely support, properties remain organized and compliant, and owners have confidence in operational and financial accuracy.

The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple priorities in a fast-paced property management environment.

ResponsibilitiesTenant Relations & Communication

Serve as the first point of contact for tenant inquiries regarding rent, lease terms, maintenance requests, and property policies

Maintain professional and timely communication with tenants, vendors, and property owners

Document all tenant interactions and updates within property management systems such as AppFolio, Yardi, or Buildium

Coordinate move-ins, move-outs, lease renewals, and tenant notices

Leasing Administration & Support

Draft, process, and manage lease agreements, amendments, renewals, and notices using DocuSign, Dotloop, or similar tools

Assist with property marketing through Zillow, Apartments.com, Craigslist, MLS syndication, and related listing platforms

Pre-screen prospective tenants, coordinate showings, and collect application documentation

Track leasing activity and occupancy metrics across assigned properties

Rent Collection & Financial Coordination

Monitor rent payments and follow up on late balances or delinquent accounts

Apply late fees and assist with collections communication when necessary

Support preparation of delinquency reports, owner statements, and financial summaries

Record and reconcile deposits, refunds, and security deposits accurately

Maintenance Coordination

Create, assign, and manage work orders within property management software

Coordinate scheduling with vendors, contractors, and maintenance teams

Track maintenance progress and communicate updates to tenants

Verify completion of work and ensure invoices align with approved services before routing for payment

Compliance & Documentation

Maintain complete, organized, and audit-ready tenant and property files

Ensure documentation compliance with Fair Housing regulations and landlord-tenant laws

Track inspections, notices, lease expirations, and required compliance records

Support operational accuracy across contracts, files, and reporting systems

Operational & Administrative Support

Support Property Managers with reporting, portfolio coordination, and operational tasks

Monitor occupancy, turnover, leasing, and maintenance KPIs

Assist with vendor coordination, scheduling, and administrative projects

Identify operational gaps and proactively escalate issues when necessary

What Makes You a Perfect Fit

Strong communicator with excellent tenant and vendor relationship skills

Highly organized and comfortable managing multiple priorities simultaneously

Detail-oriented with strong follow-through and documentation discipline

Problem-solver who balances tenant satisfaction with operational efficiency

Comfortable operating independently in a remote, fast-paced environment

Required Experience & Skills

2+ years of experience in property management, leasing, or real estate operations

Hands-on experience with property management software such as Yardi, AppFolio, or Buildium

Strong Microsoft Office and Google Workspace proficiency

Familiarity with lease agreements, Fair Housing standards, and landlord-tenant regulations

Excellent written and verbal communication skills

Preferred Experience & Skills

Experience supporting portfolios of 100+ units

Exposure to residential, commercial, or mixed-use property management

Understanding of property accounting, owner reporting, and reconciliation processes

Experience coordinating vendors and maintenance operations remotely

Familiarity with multi-state landlord-tenant laws and compliance standards

What Does a Typical Day Look Like?

An Assistant Property Manager’s day revolves around keeping tenants supported, vendors coordinated, and property operations organized. You will:

Respond to tenant inquiries and maintenance requests throughout the day

Process lease renewals, notices, and move-in/move-out documentation

Track rent collections and follow up on outstanding balances

Coordinate vendors and maintenance teams to resolve property issues quickly

Maintain accurate records, reports, and compliance documentation

Support Property Managers with operational reporting and administrative coordination

In essence: you ensure day-to-day property operations run smoothly while helping maintain high tenant satisfaction and operational accuracy.

Key Metrics for Success (KPIs)

Rent collection rates (95% on-time collection)

Zero missed lease renewals or compliance notices

Maintenance tickets resolved within SLA timelines

Accurate and timely owner and operational reporting

Tenant satisfaction and responsiveness metrics

Organized, audit-ready property and tenant documentation

Interview Process

Initial Phone Screen

Video Interview with Pavago Recruiter

Practical Assessment (e.g., lease renewal draft or maintenance coordination scenario)

Client Interview

Offer & Background Verification

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