Assistant Property Manager
Job Type: Full-Time
Work Hours: Monday to Friday. 9:00 AM to 5:30 PM Pacific Time, with a 30-minute break
Salary: $
Job Overview:
We are seeking a detail-oriented and reliable Assistant Property Manager to support a multifamily property management portfolio of approximately 500 units across properties with varying ownership structures. This is a back-office role that works as a direct extension of the on-site management team, handling administrative, leasing, maintenance coordination, and light accounting support tasks.
The role requires daily use of AppFolio as the primary property management platform, so strong familiarity and hands-on experience with the system is essential. This is an execution-focused position where processes, templates, and workflows are already established. The ideal candidate will be highly organized, able to follow structured procedures accurately, communicate clearly, and ensure tasks are completed efficiently to keep operations running smoothly.
Key Responsibilities:
Notices and Compliance
- Draft and send legal notices using AppFolio templates, including 3-day notices, 24-hour notices, lease violations, and breach notices
- Ensure correct unit selection in AppFolio so notices auto-populate accurately
- Track delivery status and document all notice activity and outcomes
Tenant Data and File Audits
- Audit tenant files to ensure emergency contacts, renter's insurance, and contact details are current
- Update tenant records in AppFolio when information is missing or expired
- Identify and flag discrepancies to the supervising manager
Leasing Support
- Review AI-generated call summaries from the automated answering system
- Monitor and respond to inbound tour requests, confirming or scheduling appointments
- Follow up on pending inquiries and escalate issues when necessary
Maintenance Coordination Support
- Monitor and manage work orders within AppFolio
- Upload vendor receipts and contractor invoices to the appropriate work orders
- Verify proper allocation of labor hours and costs by property and ownership group
- Escalate incomplete or unresolved work orders to the maintenance coordinator
Administrative and Communication Support
- Draft and send follow-up emails to tenants on behalf of on-site managers based on provided summaries
- Ensure all tenant communications are properly documented in AppFolio
Light Accounting Support
- Process invoices and statements (not full-cycle bookkeeping)
- Enter rent payments and basic financial transactions as directed
- Accurately allocate expenses across properties and ownership groups
Reporting Requirements
- Submit a detailed end-of-day report outlining all completed tasks in 30-minute increments
- Each entry must include the task performed, associated property and unit, and the outcome
- Maintain strict accuracy to ensure proper cost allocation across different ownership groups
- This reporting requirement is mandatory and non-negotiable
Sample Format:
- 9:00–9:30 AM | Drafted 3-day notice for Unit 204, [Property Name] | Sent and logged in AppFolio
- 9:30–10:00 AM | Responded to 3 tour requests via AI call summary | 2 confirmed, 1 no reply
Skills & Qualifications:
- Proven hands-on experience using AppFolio (required)
- Prior experience in property management, preferably in a back-office or administrative capacity
- Strong written English communication skills
- High attention to detail, particularly in data entry, documentation, and cost allocation
- Ability to manage multiple tasks across different properties simultaneously
- Strong organizational and time management skills
- Reliable internet connection, functional equipment, and a quiet, professional work environment
- Ability to follow structured workflows and processes with consistency and accuracy
- Spanish language proficiency (preferred but not required)
- Experience with multi-owner portfolio accounting
