Records Management Assistant Jobs in Portland, OR

At Trinity Property Consultants, your expertise fuels our mission. Guided by our values of innovation, teamwork, excellence, and empowerment, we’ve been a leader in the multifamily industry for over 25 years and proudly manage properties for a nationally ranked NMHC’s Apartment Owner. We are building more than great places to live – we’re creating vibrant communities and meaningful careers. 

Compensation: $28 to $30 hourly, depending on experience, plus lease commissions and lease renewal bonuses. 

Schedule: Monday through Friday, 9:00 a.m. to 6:00 p.m. 

As an Assistant Property Manager, you play a critical role in supporting the daily operations, and financial performance of your property. You’ll partner closely with the Property Manager to deliver an exceptional resident experience, maintain operational excellence, and support leasing, collections, and administrative functions. This role is ideal for a detail-oriented, customer-focused professional looking to continue growing within multifamily property management. 

Business and Financial Performance 

• Receive, process, and post rent payments in accordance with company standards. 
• Assist with collections, including past-due balances and former resident accounts. 
• Maintain all account records and financial transactions, including NSF checks, rent allowances, concessions, rent increases, and other management-approved debits and credits. 
• Keep complete and accurate resident files, ensuring all documentation meets company standards. 
• Assist with market surveys and competitive analysis. 

 Operational Excellence & Resident Experience 

• Show, lease, and assist with move-ins for prospective residents. 
• Process rental applications, renewals, and move-out documentation. 
• Conduct move-in inspections to ensure apartments are ready, move-out inspections and assist with deposit accounting. 
• Perform regular property and vacant unit inspections to ensure smooth operations. 
• Partner with Maintenance and vendors to ensure prompt, high-quality service resolution and seamless operational performance. 
• Process Maintenance work orders promptly and accurately. 
• Provide industry-leading living experience through superior customer service to residents. 
• Resolve resident concerns professionally and escalate issues as appropriate. 
• Support the Property Manager with daily operations and special projects as assigned.  

Administrative Responsibilities 

• Maintain accurate unit availability. 
• Provide phone and administrative support as needed. 
• Adhere to Trinity operating procedures, policies, and compliance standards. 

• Customer Focus: Strong commitment to delivering a positive resident experience. 
• Sales & Collections: Strong leasing, sales, and collection capabilities. 
• Organization & Administration: Attention to detail with strong time management and prioritization skills. 
• Communication: Professional written and verbal communication skills. 

• Experience: Minimum of 2 years of experience in multifamily residential property management is required. 
• Education: High school diploma or equivalent required. Industry certifications (CAM, CPM, RMP, CMCA) are preferred but not required. Knowledge of Fair Housing laws and regulations.   
• Tech Proficiency: Intermediate skills in MS Office (Word, Excel, Outlook, Teams) and SharePoint, ADP. Experience with Yardi, Entrata, Celeri, EliseAI and Asana is a bonus.  

Availability & Travel 

This position will require availability for nights, weekends, and holidays as needed, as well as occasional travel for company events or meetings. Active participation in team functions and regional or company activities is expected. 

Physical Demands 

This position necessitates regular periods of sitting, standing, walking, as well as use of hands and arms. Occasional climbing may be required. Extended use of computers or telephones is also necessary. The role may require lifting up to 25 pounds independently, and occasionally up to 50 pounds with assistance. The ability to respond promptly to both visual and auditory alarms is essential. Candidates must be able to work both indoors and outdoors under various weather conditions, including rain, snow, heat, hail, wind, and sleet. 

• Medical, Dental & Vision: Highlights include company-paid individual PPO-HSA plan (with $1,200 annual employer contribution); HMO options for California residents. Dental and vision premiums are fully covered for employees; coverage for dependents is available at an additional cost. 
• Retirement Plans (401K): The company matches the employee's contribution up to 2% of salary. 
• Life & Disability Insurance: We provide up to $25,000 in life insurance and AD&D, short and long-term disability when enrolled in a medical plan. 
• Time Off: 11 paid holidays, 2-4 weeks of vacation (based on tenure), and paid sick time. 
• Referral Bonuses: $1,000 referral bonuses for eligible hires. 
• Volunteer Time Off: Up to 16 hours annually (8 for personal volunteer activities, 8 for company-sponsored events). 
• Perks: Professional development, tuition reimbursement, employee discounts, and more. 

Trinity Property Consultants is proud to be an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive, respectful workplace where all individuals can thrive irrespective of race, ethnicity, gender identity, sexual orientation, age, religion, disability or other protected classes. 

Explore what it’s like to grow your career with a company that values people as much as performance.  Learn more and apply today! 

Note: This job description includes the core Assistant Property Manager responsibilities of Trinity Property Consultants. These duties are subject to change based on company discretion. 

Trinity Property Consultants is an equal opportunity employer and does not discriminate against persons because of age, race, color, creed, religion, disability, gender, ethnic or national origin, or veteran status. Trinity Property Consultants prohibits discrimination against individuals with disabilities and will reasonably accommodate applicants with a disability, upon request, and will also ensure reasonable accommodation for employees with a disability.