Lead Admin Asst Property Manager

We are a small family run property management company, overseeing only our own portfolio of about 40 properties. Focused on historic preservation and community development, we have both commercial and residential properties. Single family, multi family and mixed use. Our office team is only a total of 5 people, but our daily flow tends to be a reasonably paced work load. If you want to be in a role that helps to continue to streamline and improve office tasks and tenant relations- this one is for you!

Position Summary:

The Lead Administrator is responsible for supporting daily office operations, bill payments, leasing activities, and tenant relations. This role serves as a central point of communication for tenants, vendors, and internal staff while assisting with the full leasing cycle, rent collection, and maintenance coordination. The position also ensures accurate record-keeping through property management systems, supports financial and utility tracking, and helps maintain compliance with housing regulations. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while delivering strong customer service and administrative support.

KEY RESPONSIBILITIES

Office Administration:

• Manage daily office operations including phones, email correspondence, mail processing, filing, and document management
• Maintain office supplies and coordinate ordering as needed
• Schedule and coordinate meetings, appointments, and property showings for ownership and management

Leasing & Tenant Relations:

• Oversee the full leasing cycle including marketing support, property showings, application processing, and lease preparation
• Collect rent, issue notices, and maintain accurate tenant ledgers
• Serve as the main point of contact for tenant inquiries, concerns, and conflict resolution
• Ensure a high level of customer service and tenant satisfaction

Property Operations:

• Assist in coordination and response to maintenance requests in a timely manner with Lead PM
• Assist in communication with vendors and maintenance personnel to ensure work completion with Lead PM
• Monitor utility payments and re-billing, and property-related expenses in partnership with the bookkeeper
• Assist in maintaining property compliance with all applicable housing laws and regulations, including Fair Housing

Data & Systems Management:

• Maintain accurate tenant, lease, and property records using property management software (AppFolio)
• Prepare and manage documentation, reports, and data entry tasks (Microsoft Software)
• Ensure proper organization and confidentiality of records

Emergency & On-Call Support:

• Participate in a rotating after-hours emergency response schedule
• Address urgent property or tenant issues as needed

Qualifications:

• 3+ years of experience in property management, and leasing

Position Summary:

The Property Management Administrator is responsible for supporting daily office operations, leasing activities, and tenant relations. This role serves as a central point of communication for tenants, vendors, and internal staff while assisting with the full leasing cycle, rent collection, and maintenance coordination. The position also ensures accurate record-keeping through property management systems, supports financial and utility tracking, and helps maintain compliance with housing regulations. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while delivering strong customer service and administrative support.

Key Responsibilities

Office Administration:

• Manage daily office operations including phones, email correspondence, mail processing, filing, and document management
• Maintain office supplies and coordinate ordering as needed
• Schedule and coordinate meetings, appointments, and property showings for ownership and management

Leasing & Tenant Relations:

• Oversee the full leasing cycle including marketing support, property showings, application processing, and lease preparation
• Collect rent, issue notices, and maintain accurate tenant ledgers
• Serve as the main point of contact for tenant inquiries, concerns, and conflict resolution
• Ensure a high level of customer service and tenant satisfaction

Property Operations:

• Assist in coordination and response to maintenance requests in a timely manner with Lead PM
• Assist in communication with vendors and maintenance personnel to ensure work completion with Lead PM
• Monitor utility billing and property-related expenses in partnership with the bookkeeper
• Assist in maintaining property compliance with all applicable housing laws and regulations, including Fair Housing

Data & Systems Management:

• Maintain accurate tenant, lease, and property records using property management software (AppFolio)
• Prepare and manage documentation, reports, and data entry tasks
• Ensure proper organization and confidentiality of records

Emergen…