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Position Description

Assistant Property Manager

Department: Operations Reports To: Property Manager FLSA: Non-Exempt

Position Overview

The Assistant Property Manager supports the operational, financial, and resident experience performance of the community by assisting with administrative, leasing, financial management, and resident retention responsibilities. This role plays a key part in rent collection, delinquency management, resident retention, resident event planning, reporting accuracy, and daily operational coordination. Working closely with the Property Manager, the Assistant Property Manager helps ensure policies are followed, resident concerns are addressed, a strong sense of community is built through resident engagement, and property operations run efficiently. This position requires strong organization, attention to detail, and the ability to balance financial accuracy with excellent customer service.

Key Responsibilities

Financial Management & Delinquency

• Process rent payments accurately and on time, maintaining clean ledger records in AppFolio.
• Monitor delinquency daily, initiating follow-up calls, emails, and notices in accordance with company policy and legal timing requirements.
• Post charges, credits, and adjustments to resident accounts with accuracy and proper documentation.
• Assist the Property Manager in preparing monthly financial reports, variance summaries, and owner reporting packages.
• Ensure move-out accounts are reconciled accurately and security deposit dispositions are completed within required timeframes.

Resident Retention & Community Engagement

• Own day-to-day execution of the community's resident retention strategy in partnership with the Property Manager, tracking renewal rates and flagging at-risk residents early.
• Plan, budget, and execute resident events (seasonal socials, appreciation days, holiday gatherings, and move-in welcome activities) that build community and support renewal decisions.
• Coordinate event logistics end-to-end, including vendor booking, budget tracking, calendar planning, and post-event follow-up.
• Use resident feedback, satisfaction surveys, and move-out reasons to identify retention trends and recommend improvements to the Property Manager.
• Partner with the leasing team to align renewal outreach timing with retention initiatives and event programming.
• Maintain a resident communication calendar (newsletters, notices, event invitations) that reinforces a consistent, positive resident experience.

Leasing Support & Occupancy

• Support the leasing team by assisting with application processing, lease preparation, and move-in coordination.
• Ensure all lease files, addenda, and supporting documentation are complete, accurate, and properly stored.
• Assist with renewal outreach and lease renewal processing, tracking expiring leases and following up with residents on a defined schedule.
• Monitor traffic, follow-up activity, and conversion performance, reporting findings to the Property Manager regularly.

Resident Relations & Customer Service

• Serve as a reliable and professional point of contact for resident inquiries, service requests, and general concerns.
• Handle routine resident complaints and sensitive situations with diplomacy, resolving at the appropriate level before escalating to the Property Manager.
• Support move-in and move-out processes, ensuring residents receive a consistent and professional experience at every transition.

Administrative & Operational Coordination

• Maintain accurate and organized resident files, compliance documentation, and operational records in AppFolio.
• Assist the Property Manager in preparing for property inspections, audits, and ownership visits.
• Coordinate vendor access, work order follow-up, and maintenance communication on behalf of the Property Manager as needed.
• Ensure office procedures, filing systems, and administrative workflows are followed consistently by the leasing team.
• Complete daily, weekly, and monthly reporting accurately and on schedule.

Team Support & Development

• Provide day-to-day guidance and support to Leasing Specialists on administrative processes, system usage, and policy adherence.
• Assist the Property Manager in onboarding new leasing team members by sharing office procedures and operational expectations.
• Model professionalism, accuracy, and accountability in all interactions with residents, team members, and vendors.
• Actively seek feedback from the Property Manager and apply it consistently as part of their professional development.

Qualifications

Required

• 1+ years of experience in residential property management, leasing, or a closely related administrative role.
• Demonstrated ability to manage financial transactions, resident ledgers, or accounts receivable with accuracy.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Working knowledge of fair housing laws and landlord-tenant regulations.
• Proficiency with property management software such as AppFolio, Yardi, RealPage, or equivalent, or demonstrated ability to learn new systems quickly.
• Strong written and verbal communication skills with a professional, service-oriented demeanor.

Preferred

• Experience planning and executing resident events or community engagement programming in a multifamily setting.
• Experience processing rent collections, delinquency follow-up, or financial reporting in a multifamily environment.
• Familiarity with lease documentation, move-in and move-out procedures, and resident file management.
• NALP designation or active pursuit of CAM or equivalent credential.
• Experience in a third-party property management environment.
• Experience with Low-Income Housing Tax Credit (LIHTC) compliance, including certifications, recertifications, and program reporting.
• Demonstrated interest in growing into a Property Manager role.

Our Core Values:

People-oriented

Our community is our strength. That's why we put people first - whether that means providing wrap-around support to our team or going the extra mile to make our clients feel at home.

Passionate

We are here to serve. But it's more than just what we do. Helping our clients achieve their goals is what's kept our family business running since 1991.

Professional

There's nothing that can make up for the decades of experience our team brings to the table. Not only does our years work in the property management industry set us apart, it's the foundation of who we are.

Proven

We know every relationship is built on trust. That's why we're happy to share our past successes with our current and future clients. We know results speak for themselves.

Chamberlin + Associates is an Equal Employment Opportunity/Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.