Property Management Clerical Jobs (NOW HIRING)

Assistant Manager
The Assistant Manager plays a crucial role in supporting the Property Manager and is being trained to assume the Property Manager position. This role ensures the efficient operation of the property, handling significant administrative tasks, including leasing and resident relations. The Assistant Manager will take on various responsibilities and provide essential support to ensure the property's smooth operation.
Key Responsibilities:
Operational Support & Decision Making:
Assume responsibility for making decisions in the Property Manager's absence, ensuring the continuity of operations.
Oversee daily tasks and support the Property Manager in all aspects of property management.
Leasing & Rent Collection:
Enter new leases, renewals, move-outs, and other related data into Yardi.
Assist with the collection of rents and resident charges, ensuring timely follow-up for late payments. Contact residents on the 4th of each month regarding late payments, record comments on the delinquent report, and post statements.
Approve all requests for partial rent payments in consultation with the Property Manager. Ensure that any rent payments received after the 4th include applicable late fees.
Make daily bank deposits by 2:00 pm to maintain accurate financial records.
Notify residents of any returned checks, issue 3-day notices for non-payment, and forward copies to the main office. Ensure that 3-day notices are delivered promptly.
Move-In/Move-Out Coordination:
Schedule move-outs and visually inspect apartments before the move-out date.
Complete a turnover spreadsheet for each move-out, ensuring subcontractors are scheduled for unit preparation.
Conduct walk-throughs of units after subcontractors have completed their work to ensure quality and thoroughness.
Add move-outs to the availability sheet and update the property's availability list regularly.
Coordinate and monitor unit preparation, including janitorial services, to ensure vacant units are fresh and ready for new residents.
Reporting & Communication:
Complete and submit weekly reports by Monday morning to be sent to the Property Manager and regional management team by noon.
Ensure daily traffic reports are sent to the Property Manager, Regional Manager, and other relevant stakeholders.
Prepare lease renewal printouts and submit them to the Property Manager for approval. Send renewal letters according to company policy.
Property Maintenance & Inspections:
Conduct daily inspections of property to identify and address issues that may affect curb appeal, safety, or liability.
Inspect vacant apartments weekly and ensure utilities are managed correctly, including verifying that electricity is off before a new resident moves in.
Follow up on alarm paperwork as per company policy to ensure all systems are functioning properly.
Clerical & Administrative Duties:
Perform various clerical tasks, including answering incoming calls, writing maintenance requests, preparing resident paperwork, and processing move-in and move-out documentation.
Maintain proper filing systems, ensuring that all documents and records are organized and easily accessible.
Handle internet responses and provide customer service for inquiries, assisting residents with any questions or concerns.
Additional Duties as Assigned:
Support the Property Manager in any other tasks or duties required to maintain smooth property operations, such as overseeing resident activities, assisting with marketing efforts, or coordinating special events.
Qualifications:
Minimum of one year of leasing experience, with a strong understanding of property management operations.
Yardi experience is a plus, with proficiency in using property management software for lease administration, rent collection, and reporting.
Ability to handle administrative tasks efficiently, with excellent organizational and time management skills.
Strong communication skills, with the ability to interact professionally with residents, prospects, and team members.
Must be able to perform duties that require focus for long periods and handle physical tasks such as walking the property and inspecting units.
A strong commitment to providing excellent customer service and maintaining a positive living experience for residents.
Physical Requirements:
Ability to walk long distances on the property and climb stairs as needed for inspections and unit evaluations.
Ability to communicate effectively with residents and prospects, both in person and over the phone.
Benefits:
Competitive pay
Health, dental, and vision insurance (if applicable)
Paid time off
Employee discount programs
Friendly and supportive work environment
If you are dedicated, hardworking, and passionate about maintaining both interior and exterior areas of our community, apply today!
We look forward to welcoming you to our team.
This job description may not be all-inclusive; accurate, and complete job descriptions are determined by the needs of the organization. Employees are expected to perform other duties as assigned and directed by management. Duties, responsibilities and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Contemporary Management Concepts (CMC) is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace where all employees are valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by law. We believe in providing equal opportunity for all individuals, and we encourage candidates of all backgrounds to apply.
Revised 2-2025