Property Management Assistant

A Property Management Assistant typically has a broad range of responsibilities that support the daily operations of property management. Below is a sample scope of work for a Property Management Assistant:
1. Administrative Support
Data Entry: Input and manage property-related data in management software.
Document Management: Organize and maintain files, including lease agreements, tenant records, and maintenance logs.
Correspondence: Draft, send, and respond to emails and letters on behalf of the property manager.
Scheduling: Coordinate appointments, meetings, and inspections for the property manager.
2. Tenant Relations
Communication: Serve as the first point of contact for tenants, addressing inquiries and concerns.
Lease Administration: Assist with the preparation, execution, and renewal of lease agreements.
Rent Collection: Assist in the collection and recording of rent payments, and follow up on overdue accounts. Move-In/Move-Out Coordination: Assist with tenant move-ins and move-outs, including key management and inspection coordination.
3. Maintenance Coordination
Service Requests: Receive, prioritize, and coordinate maintenance and repair requests with contractors or in-house teams.
Follow-Up: Ensure timely completion of maintenance tasks and update tenants on the status.
Vendor Management: Assist in managing relationships with contractors, suppliers, and service providers.
4. Financial Assistance Invoicing: Assist in preparing and sending invoices to tenants.
Budget Monitoring: Help track property expenses and assist in preparing financial reports.
Payments: Process payments to vendors and contractors under the supervision of the property manager.
5. Property Inspections Scheduling: Coordinate regular property inspections and follow up on any issues identified.
Documentation: Assist in documenting the condition of properties before and after tenant occupancy. Compliance: Ensure that properties comply with local regulations and safety standards.
6. Marketing and Leasing Support
Property Listings: Assist in creating and managing online and offline property listings.
Showing Properties: Schedule and sometimes conduct property showings to prospective tenants.
Marketing Materials: Help create brochures, flyers, and other marketing materials.
7. Reporting
Weekly/Monthly Reports: Assist in preparing reports on occupancy, maintenance, and financials for the property manager.
Tenant Feedback: Compile and summarize tenant feedback and concerns for management review.
8. Regulatory Compliance Documentation: Ensure all property management activities are documented in accordance with local laws and regulations.
Legal Notices: Assist in preparing and delivering legal notices such as eviction notices or lease violation warnings.
9. Customer Service Tenant Relations: Provide high-quality service to tenants to enhance their living experience and encourage lease renewals. Complaint Resolution: Address and resolve tenant complaints in a timely and effective manner.
10. Other Duties as Assigned
Special Projects: Assist with any special projects or tasks as needed by the property manager.
Event Coordination: Help plan and coordinate tenant appreciation events or property-related activities. This scope of work can be tailored based on the specific needs of the property management company or the properties being managed.

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