Residential Property Management Assistant

Position Summary

The Residential Management Assistant supports the day-to-day administration and operations of a residential property portfolio. This role serves as a central point of coordination between tenants, contractors, vendors, municipal offices, and internal leadership, ensuring that properties are well maintained, leases are properly managed, rents are collected on time, and all work is completed safely, legally, and cost-effectively.

Reporting directly to the Chief of Staff, the ideal candidate is highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. This person takes ownership of their work, anticipates problems before they escalate, and delivers a consistently professional experience to tenants and partners.

Key ResponsibilitiesFile Management & Administration

• Sort, organize, and maintain physical and digital property files, including leases, tenant applications, notices, invoices, inspection reports, permits, and contractor documents.
• Develop and maintain a consistent, easy-to-navigate file structure and naming convention across all properties.
• Ensure all records are complete, accurate, up to date, and stored securely in accordance with confidentiality and record-retention requirements.
• Maintain property and tenant databases, trackers, and logs, and prepare routine reports for the Chief of Staff.
• Draft and send routine correspondence, notices, and reminders.

Rent Collection

• Monitor rent due dates and track all incoming payments against the rent roll.
• Send payment reminders, late notices, and follow-up communications in accordance with lease terms and applicable regulations.
• Record and reconcile rent payments, security deposits, late fees, and other tenant charges.
• Identify delinquent accounts early, maintain a delinquency report, and escalate outstanding balances to the Chief of Staff with recommended next steps.
• Coordinate with bookkeeping to ensure payment records are accurate and aligned with financial reports.

Lease Management

• Prepare, distribute, and track lease agreements, renewals, addenda, and move-in/move-out documentation.
• Maintain a lease expiration calendar and initiate renewal discussions well in advance of lease end dates.
• Ensure all lease terms are accurately recorded and that tenants and management comply with agreed obligations.
• Assist with tenant screening, application processing, and background and reference checks as directed.
• Coordinate move-in and move-out inspections and document unit condition with photos and checklists.
• Process security deposit returns and deductions in accordance with lease terms and applicable law.

Maintenance Scheduling & Coordination

• Receive, log, and prioritize maintenance requests from tenants, classifying items as emergency, urgent, or routine.
• Schedule repairs and routine preventative maintenance, and coordinate access with tenants.
• Track work orders from request through completion, following up to confirm quality and tenant satisfaction.
• Maintain a preventative maintenance calendar (e.g., HVAC servicing, smoke and CO detector checks, pest control, seasonal work).
• Escalate emergency maintenance issues immediately and ensure a timely response.

Permits & Compliance

• Identify when planned repairs, renovations, or improvements require permits and research the applicable local requirements.
• Prepare and submit permit applications, gather supporting documents, and track applications through approval.
• Schedule and coordinate required inspections with municipal offices and contractors.
• Maintain records of all permits, approvals, inspection results, and certificates.
• Help ensure properties remain compliant with local housing, safety, and building codes.

Contractor Screening & Management

• Source, vet, and onboard qualified contractors and vendors.
• Verify contractor licensing, insurance (general liability and workers' compensation), references, and relevant certifications before engagement.
• Maintain an approved vendor list with contact details, rates, performance notes, and document expiration dates.
• Monitor contractor performance, timeliness, and quality of work, and flag concerns to the Chief of Staff.

Quotes & Cost Control

• Obtain multiple competitive quotes (typically at least three where practical) for repairs, maintenance, and capital projects.
• Review and compare quotes for scope, pricing, timelines, warranties, and exclusions, and prepare a clear summary with a recommendation.
• Submit quotes to the Chief of Staff for approval before any work is authorized.
• Track approved project costs against quotes and flag change orders, overruns, or discrepancies.

Tenant Relations

• Serve as a primary point of contact for tenant questions, requests, and concerns via phone, email, and messaging.
• Respond to tenant communications promptly, professionally, and courteously.
• Handle complaints and disputes calmly and constructively, escalating sensitive issues when appropriate.
• Communicate planned maintenance, property updates, policy changes, and notices clearly and in advance.
• Support tenant retention by fostering positive, respectful relationships.

Reporting & Additional Duties

• Provide regular status updates to the Chief of Staff on rent collections, maintenance, lease activity, permits, and open issues.
• Proactively identify operational risks, recurring problems, and opportunities for process improvement.
• Perform other related duties as assigned.

Required Qualifications

• At least 2 years of experience in property management, real estate administration, or a related administrative role.
• Working knowledge of lease administration, rent collection, and maintenance coordination.
• Strong written and verbal English communication skills.
• Proficiency with Microsoft Office or Google Workspace (Word/Docs, Excel/Sheets, email, calendar).
• Strong organizational skills with the ability to manage multiple properties, deadlines, and priorities at once.
• Ability to handle confidential information with discretion.
• Comfort working independently in a remote environment.

Preferred Qualifications

• Experience with property management software (e.g., AppFolio, Buildium, Yardi, Rent Manager, or DoorLoop).
• Familiarity with U.S. residential leasing practices, landlord-tenant regulations, and municipal permitting processes.
• Experience obtaining and comparing contractor quotes and managing vendor relationships.
• Basic bookkeeping knowledge or experience reconciling rent payments.
• Associate's or Bachelor's degree in business, real estate, or a related field.

Core Competencies

• Attention to Detail: Maintains accurate records and catches errors before they become problems.
• Customer Service: Treats tenants and partners with patience, respect, and professionalism.
• Problem Solving: Assesses issues quickly and proposes practical solutions.
• Time Management: Prioritizes effectively and meets deadlines consistently.
• Accountability: Takes ownership of tasks and follows through to completion.
• Negotiation: Secures fair pricing and terms from vendors and contractors.

Performance Measures

Success in this role will be measured by, but not limited to, the following:

• On-time rent collection rate and reduction in delinquent balances.
• Average response time to tenant inquiries and maintenance requests.
• Work order completion time and tenant satisfaction with repairs.
• Lease renewals initiated on schedule and tenant retention rate.
• Accuracy and completeness of property files and records.
• Cost savings achieved through competitive quoting and vendor management.
• Permits obtained on time with no compliance violations.

Work Schedule

This is a remote position. The team member must be available to work during Eastern Standard Time (EST) business hours, generally Monday th