Executive Assistant in Property Management

Job Description

Job Description

Benefits:

• Company parties
• Employee discounts
• Training & development

Property Management Representative / Executive Assistant (Full-Time or Part-Time)

We are seeking a dependable, motivated, and detail-oriented Property Management Representative to join our team. The ideal candidate will assist with the daily operations of multiple residential properties, supporting ownership in administrative duties, tenant relations, and project coordination. This position requires excellent communication, strong organizational skills, and the ability to multitask effectively in a fast-paced environment. The work schedule is on-site, Monday through Friday, 7:30 AM 4:00 PM .

Key Responsibilities

Tenant Relations & Communication

• Serve as the main point of contact for tenant inquiries, maintenance requests, and lease updates.

• Manage rent collection, receipts, and tenant ledger entries.

• Issue notices, lease renewals, and late fee letters in compliance with company policies.

• Coordinate tenant move-ins, move-outs, inspections, and maintain communication logs.

• Provide courteous, professional communication and resolve tenant issues efficiently.

Administrative & Office Support

• Maintain organized digital and paper files for leases, invoices, and correspondence.

• Prepare letters, reports, and weekly property updates for ownership.

• Schedule appointments, vendor visits, and inspections.

• Manage office operations including supplies, phone calls, and mail handling.

• Assist ownership with insurance documentation, property tax records, and compliance filings.

Financial & Accounting Assistance

• Record rent payments, deposits, and security deposits accurately.

• Create and reconcile tenant ledgers and expense tracking sheets.

• Support budget monitoring and prepare monthly summaries for ownership review.

• Assist with QuickBooks entries, invoice management, and vendor payments.

• Maintain accurate financial documentation for audits and reporting.

Maintenance & Property Oversight

• Coordinate repairs, maintenance requests, and vendor scheduling.

• Track work orders and ensure timely completion of all service calls.

• Monitor property conditions and communicate any safety or maintenance concerns.

• Maintain records of repairs, warranties, and inspection reports.

• Conduct regular follow-ups with tenants and contractors.

Leasing & Marketing Support

• Assist with advertising vacant units on major rental platforms.

• Respond to inquiries, prescreen applicants, and schedule property showings.

• Verify rental applications, employment, and income.

• Prepare lease agreements and ensure proper filing and accuracy.

• Track application progress and update availability lists.

Project Coordination

• Support property rehab and improvement projects by managing timelines and communication.

• Coordinate scheduling with vendors, inspectors, and tenants.

• Track invoices, budgets, and project progress reports.

• Maintain documentation of work completed and outstanding tasks.

Qualifications

• Previous experience in property management, real estate, or administration preferred.

• Proficiency in Microsoft Office, Google Workspace, and QuickBooks (or similar software).

• Strong attention to detail, excellent time management, and follow-through.

• Effective written and verbal communication skills.

• Must be reliable, punctual, and able to handle sensitive information with discretion.

• Valid drivers license and reliable transportation required.

Ideal Candidate Attributes

• Professional, organized, and solutions-focused.

• Demonstrates strong accountability and initiative.

• Able to work independently with minimal supervision.

• Maintains a positive, professional attitude when interacting with tenants, vendors, and staff.

• Adaptable to evolving priorities and multiple property assignments.

Schedule & Compensation

• Hours: MondayFriday, 7:30 AM 4:00 PM (on-site only).

• Compensation: Based on experience, with opportunities for growth and advancement.

• Location: Property management office; local travel to properties may be required.