Assistant Property Manager

Job Overview

This is a fun and exciting opportunity to join a dynamic and rapidly growing company where your voice truly matters. This is your chance to get in on the ground floor of an ambitious organization that values innovation, collaboration, and an entrepreneurial mindset.

With plenty of room for advancement, this role offers a unique opportunity to grow alongside the company and play a pivotal role in shaping its success.

This role will start off as a main support to the Maintenance Coordinator, but may include other responsibilities in order to support company growth. This person will start by ensuring that maintenance requests, vendor communications, and project tasks are managed effectively. This role plays a key part in improving the overall efficiency of the maintenance team by handling administrative duties, assisting in scheduling, and coordinating with both internal staff and external vendors. The ideal candidate will be detail-oriented, highly organized, and able to communicate clearly with property owners, tenants, and contractors. The assistant may occasionally help out in other departments to help with additional workloads such as completing inspections, showing apartments, covering the main office front desk, etc.

Key Responsibilities

• Maintenance Request Management
• Assist in tracking and prioritizing incoming maintenance requests from tenants and property owners.
• Ensure work orders are properly entered, assigned, and updated in the system.
• Follow up with maintenance techs to ensure timely completion of work orders.
• Scheduling & Coordination
• Coordinate schedules for maintenance techs and vendors.
• Assist in scheduling inspections, routine maintenance, and emergency repairs.
• Communicate with tenants regarding access for scheduled maintenance.
• Vendor & Contractor Coordination
• Communicate with vendors to obtain quotes, schedule services, and ensure timely completion of jobs.
• Maintain and update vendor contact information and preferred service lists.
• Assist in obtaining and organizing documentation such as W-9s, insurance certificates, and contracts.
• Inventory & Purchasing
• Track maintenance supplies and tools, ensuring adequate stock levels.
• Assist with ordering materials, coordinating deliveries, and managing invoices to ensure timely payment.
• Reporting & Documentation
• Maintain accurate records of work orders, completed jobs, and associated costs.
• Assist in preparing reports on outstanding work orders, vendor performance, and maintenance costs.
• Document maintenance procedures and update company systems accordingly.
• Customer Service
• Respond to tenant inquiries professionally and provide status updates on maintenance requests.
• Handle calls to the maintenance line.
• Handle escalations when necessary, involving the Maintenance Coordinator or Property Manager as appropriate.
• General Support
• Provide on-site support as needed, including assisting with inspections, meeting vendors, and checking completed work.
• Support the Maintenance Coordinator in special projects and process improvement initiatives.
• Key Room Management
• Complete weekly and monthly audits of the key room.

Qualifications

• Education: High school diploma or equivalent required.
• Experience:
• While we are willing to train the right candidate, the following experience is preferred:
• Experience in property management, maintenance coordination, or a related administrative role
• Familiarity with maintenance operations, property management software (e.g., AppFolio, monday.com), and scheduling tools is a plus.
• Skills:
• Strong organizational and time management skills.
• Excellent communication skills, both verbal and written.
• Ability to prioritize tasks and handle multiple responsibilities in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and cloud-based platforms. This role is not a maintenance position. Instead, it requires a candidate who is highly efficient and proficient in utilizing various technology systems.
• Basic understanding of maintenance terms and processes preferred, but this can be trained.
• Must speak fluent English. Being fluent in Spanish or Russian is a plus.

Key Competencies

• Problem-Solving: Ability to assess issues and propose solutions quickly.
• Attention to Detail: Ensures tasks are completed accurately and thoroughly.
• Team Collaboration: Works well with maintenance techs, vendors, and property management staff.
• Adaptability: Can handle changing priorities and demands effectively.
• Customer Service Orientation: Maintains a positive attitude and provides excellent service to tenants and owners.

Physical Requirements

• Must be able to occasionally visit job sites, which may involve climbing stairs, walking on uneven surfaces, or being outdoors in various weather conditions.
• Ability to sit, stand, and use a computer for extended periods.

Compensation & Benefits

• Competitive wage based on experience.
• Benefits package, including health insurance and 401(k) options.
• 2 weeks of PTO/Sick per year after successful 90 day completion.
• 9 paid holidays per year.
• Opportunities for growth and professional development within the company.
• Opportunity for Bonuses based on performance.

Job Types: Full-time, Part-time

Pay: $19.00 - $23.00 per hour

Expected hours: 39 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $19 - $23