Job Description

Responsibilities

Property operations and resident accounts

• Collect and post rent and other payments in Yardi; maintain accurate resident ledgers, rent records, and supporting documentation.

• Monitor balances, follow up on outstanding payments, and prepare account correspondence and notices as directed by management.

• Maintain rent books and reports used by ownership and management; assist with water billing questions and account follow-up.

• Review invoices for accuracy, obtain required approvals, and forward bills and supporting paperwork to the main office.

• Maintain organized resident files, office records, calendars, and follow-up lists.

Resident services and maintenance coordination

• Answer calls, emails, and walk-in inquiries professionally; address routine resident questions and escalate matters requiring management approval.

• Receive maintenance requests, identify urgent concerns, route work to the appropriate staff or vendor, and follow up through completion.

• Coordinate renewals, move-ins, move-outs, inspections, and unit turnover schedules with management and maintenance.

• Assist with lease-term questions, early move-outs, security deposit documentation, and damage charges using approved procedures.

Leasing and office coverage

Assist leasing agent in leasing from first inquiry through move-in

• Respond promptly to prospective residents, track leads, schedule appointments, conduct property tours, and follow up consistently.

• Maintain current knowledge of availability, rental rates, floor plans, community features, and leasing requirements.

• Guide applicants through the application process, gather required documents, and coordinate screening and approval under established criteria.

• Prepare accurate leases, renewals, and move-in paperwork using approved forms; coordinate payments, keys, and move-in arrangements.

• Keep Zillow, apartments.com and other rental listings accurate and current; assist with property marketing and social media.

• Use approved leasing materials and procedures, protect confidential information, and follow applicable fair housing requirements.

Cross-training and independent coverage

• Become proficient in both property administration and the complete leasing process, with hands-on training across office responsibilities.

• Provide leasing coverage during staff absences or staffing changes while keeping resident accounts and operational deadlines on track.

• Help maintain office coverage during business hours,

  including late-afternoon coverage through the 5 p.

  m.

  closing time.

• Prioritize daily work independently,

  document outstanding issues,

  and keep the Property Manager informed of urgent concerns and items requiring a decision.

Qualifications

• Prior residential property management or assistant property management experience preferred, including hands-on leasing and resident account responsibilities.

• Yardi experience strongly preferred; comfortable learning software and using email, spreadsheets, and online listing platforms.

• Strong attention to detail with payments, ledgers, lease documents, and confidential records.

• Clear communication, professional customer service, and the ability to handle sensitive resident concerns calmly.

• Dependable attendance,

  strong follow-through,

  and the ability to manage interruptions and competing priorities in a busy office.

• Willingness to learn the full operation,

  take ownership of assigned work, and collaborate with management,

  leasing,

  and maintenance staff.