Assistant Property Manager

We are seeking a highly organized and proactive Property Management Assistant to join our boutique Real Estate Firm, centrally located Downtown Santa Barbara. This multifaceted role combines administrative tasks, property management coordination, and tenant relations. The successful candidate will be responsible for managing a variety of tasks, including tenant relations, assisting with leasing and inspections, coordinating maintenance and special projects, and maintaining office organization. This is an exciting opportunity for an individual who thrives in a fast-paced environment and enjoys wearing multiple hats.

Key Responsibilities:

Administrative Support:

• Organize Digital Files: Collect, organize, and distribute confidential digital files.
• Scan Invoices: Scan invoices and send them to accounts payable email for accounts payable processing.
• Files and Supplies: Assist with the organization of files, including annual purging.
• Package Management: Open and organize packages received in the office. Set up returns for any damaged items or items that are not needed.
• Credit Card Purchase Orders: Tie out charges to receipts for each PO monthly.

Property Management & Leasing Support:

• Monthly Property Inspections: Conduct routine property inspections to ensure the properties are well-maintained.
• Appfolio: Assist with entering tenant and property data into Appfolio.
• Leasing & Showings: Assist with leasing efforts by conducting property showings, taking property photos, helping to craft and post listing descriptions, drafting leases for supervisor approval.
• Assist with Renewals: Handle communications with tenants regarding lease renewals, including sending out notices and assisting with paperwork.
• Commercial Move-Ins: Coordinate move-in logistics, including signage, internet setup, and parking arrangements.
• Legal Noticing – serve and file any tenant related legal filings.
• Utilities – ensure tenants put utilities in their name in a timely manner.
• Tenant Move-In – prepare welcome letter, conduct move-in inspection, program key/fob, collect payment.
• Lease Renewal – Prepare renewal option letters for supervisor review and approval.

Key Audit & Organization:

• Key Audit: Regularly audit and organize keys for properties and tenant units, ensuring proper records are maintained.

Maintenance & Vendor Coordination:

• Work Orders: Assist with work orders, including scanning receipts and matching them with the appropriate work order as well as posting work orders.
• Preventative Maintenance: Coordinate with tenants and vendors for preventative maintenance, ensuring all required tasks are completed on time.

Recurring Projects:

• Maintenance. Track maintenance and Tenant Improvement projects from estimates through completion and billing.
• Tenant Relations: Ensure tenants' maintenance requests and questions are attended to promptly.
• Organization: Ensure that all lease documents, invoices, and pertinent documentation is organized and sent to appropriate parties.

Qualifications:

• Education: Bachelor’s degree or higher preferred, experience with Property Management, or a related field is a plus.
• Experience:
• At least 1-2 years of experience in administrative roles, preferably in property management or real estate.
• Previous experience with leasing, property inspections, and general office administration is a plus.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with property management software (AppFolio, Yardi, or similar) is a plus.
• Interpersonal Skills:
• Strong communication skills, with the ability to interact professionally with tenants, vendors, and team members.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Comfortable working independently, with a proactive attitude and strong time-management skills.

Physical Requirements: Ability to lift and carry office supplies and materials as needed. Comfortable

Job Types: Full-time, Part-time

Pay: $22.20 - $23.15 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule

Schedule:

• Monday to Friday

Ability to Commute:

• Santa Barbara, CA 93101 (Required)

Ability to Relocate:

• Santa Barbara, CA 93101: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $23