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Assistant Property Manager
Assistant Property ManagerPavago • Rochester, NY, US
Assistant Property Manager

Assistant Property Manager

Pavago • Rochester, NY, US
[job_card.30_days_ago]
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  • [job_card.full_time]
[job_card.job_description]

Assistant Property Manager

Our client is seeking an Assistant Property Manager to support property managers with tenant relations, leasing administration, maintenance coordination, and reporting. This role ensures properties are well-run, tenants receive timely responses, and owners have confidence in the accuracy of financial and operational data. You are the right hand to the property manager, keeping operations organized and compliant.

Responsibilities : Tenant Relations :

  • Serve as the first point of contact for tenant inquiries regarding rent, lease terms, or property policies.
  • Document all interactions in property management software (AppFolio, Yardi, Buildium).
  • Manage communication for move-ins, move-outs, and lease renewals.

Leasing Support :

  • Draft and process new lease agreements, amendments, and renewals using DocuSign or Dotloop.
  • Assist with property marketing (posting to Zillow, Apartments.com, Craigslist, MLS syndication).
  • Pre-screen tenants, schedule showings, and collect applications.

    • Rent Collection & Financials :

  • Track rent payments daily, apply late fees, and follow up on delinquencies.
  • Assist in preparing weekly delinquency reports and monthly owner statements.
  • Record and reconcile deposits, refunds, and security deposits.

    • Maintenance Coordination :

  • Create and manage work orders in property management software.
  • Schedule vendors, track progress, and confirm completion with tenants.
  • Ensure invoices match work performed before routing for approval.

    • Compliance & Documentation :

  • Maintain complete and compliant tenant files with leases, notices, inspections, and compliance documents.
  • Ensure adherence to Fair Housing and local landlord-tenant laws.

    • Operational Support :

  • Support property managers with portfolio-level reporting.
  • Track occupancy, turnover, and leasing performance metrics.
  • Handle ad hoc requests and administrative projects.

    • What Makes You a Perfect Fit :

  • Strong communicator with tenants, vendors, and owners.
  • Organized multitasker who thrives in a fast-paced environment.
  • Problem-solver who balances empathy for tenants with business goals.
  • Detail-oriented and compliance-conscious.

    • Required Experience & Skills (Minimum) :

  • 2+ years in property management or real estate operations.
  • Proficiency with property management software (Yardi, AppFolio, Buildium).
  • Strong Microsoft Office / Google Workspace skills.
  • Familiarity with lease agreements, tenant laws, and Fair Housing regulations.

    • Ideal Experience & Skills :

  • Experience supporting 100+ unit portfolios.
  • Knowledge of multi-state landlord-tenant law.
  • Exposure to property accounting and financial reporting.
  • Industry experience in residential, commercial, or mixed-use real estate.

    • What Does a Typical Day Look Like? An Assistant Property Manager's day revolves around supporting property managers by keeping tenants satisfied, vendors coordinated, and records accurate. You will :

  • Respond to tenant inquiries, logging issues and escalating to the property manager when needed.
  • Process leases and renewals, ensuring documentation is complete, compliant, and signed on time.
  • Track rent collections and delinquencies, communicating reminders and preparing reports.
  • Coordinate maintenance requests, scheduling vendors and updating tenants on progress.
  • Prepare and maintain tenant files so every lease, notice, and inspection is organized and audit-ready.
  • Assist property managers with owner reporting, occupancy tracking, and ad hoc operational tasks.

    • In essence : you keep the day-to-day property operations running smoothly, ensuring property managers can focus on portfolio strategy while you handle execution.

    Key Metrics for Success (KPIs) :

  • Rent collection rates (? 95% on-time collection).
  • Zero missed tenant renewals or compliance notices.
  • Maintenance tickets resolved within SLA timelines.
  • Owner reports accurately and on time.
  • Tenant satisfaction with communication and responsiveness.

    • Interview Process :

  • Initial Phone Screen
  • Video Interview with Pavago Recruiter
  • Practical Task (e.g., prepare a lease renewal draft or process a mock maintenance request in AppFolio)
  • Client Interview
  • Offer & Background Verification
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