Property Management Assistant - ZR_29297_JOB

Job Description

This is a remote position.

Property Management Assistant (Part-Time)

Commitment :   Part-Time (approx. 20 hours per week)   with the possibility to become full time in the coming months.

Scheduled in clients' business hours between 9am - 5pm Eastern Time. Approximately 4 hours / day.

Role Summary

We are seeking a   Part-Time Property Management Assistant   to provide specialized administrative support. We are looking for a candidate with   direct experience in the real estate or property management industry  in the US,  who can proactively manage tasks with a solid understanding of industry operations. This role will work closely with the property manager to support a portfolio of 11 properties, focusing on vendor coordination, resident communication, and administrative tracking.

Note :   This role is intended for a candidate who can "hit the ground running" with industry-specific knowledge, requiring minimal training on property management fundamentals.

Key Responsibilities

Vendor & Maintenance Coordination :

Schedule and coordinate property inspections (e.g., boilers, elevators) with certified service companies.

Proactively track vendor proposals and manage compliance documentation, ensuring certificates of insurance (COIs) and licenses are up to date.

Resident & Financial Support :

Assist with accounts receivable by making professional outbound calls to residents for payment collection and fee follow-ups.

Prepare and send bulk email notices to residents regarding payments, building updates, and scheduled maintenance.

Property Administration :

Maintain and update key property management spreadsheets (e.g., rent rolls, delinquency trackers, vendor lists).

Assist with tracking and managing multiple ongoing projects across the property portfolio, ensuring deadlines are met.

Keep detailed and organized records of all communications, compliance documents, and vendor activities.

Generate reports on completed tasks and ongoing projects for regular check-ins.

Requirements

Requirements & Qualifications

2+ years of direct administrative experience in a property management or real estate office is required.

Strong understanding of property management terminology   and processes (e.g., leases, ledgers, vendor management, COIs, maintenance requests).

Excellent phone and written communication skills, especially for professional correspondence with residents and vendors.

High proficiency with spreadsheets (Excel / Google Sheets) and email management tools.

Proven ability to manage multiple projects simultaneously while maintaining strong organization and attention to detail.

A   proactive mindset   with the ability to anticipate needs and complete tasks with minimal supervision.

Reliable and professional, with the ability to work independently and meet deadlines.

Benefits

Permanent work-from-home setup

Immediate start available

Steady freelance opportunity

Requirements

Key Responsibilities Vendor & Maintenance Coordination : Schedule and coordinate property inspections (e.g., boilers, elevators) with certified service companies. Proactively track vendor proposals and manage compliance documentation, ensuring certificates of insurance (COIs) and licenses are up to date. Resident & Financial Support : Assist with accounts receivable by making professional outbound calls to residents for payment collection and fee follow-ups. Prepare and send bulk email notices to residents regarding payments, building updates, and scheduled maintenance. Property Administration : Maintain and update key property management spreadsheets (e.g., rent rolls, delinquency trackers, vendor lists). Assist with tracking and managing multiple ongoing projects across the property portfolio, ensuring deadlines are met. Keep detailed and organized records of all communications, compliance documents, and vendor activities. Generate reports on completed tasks and ongoing projects for regular check-ins. Requirements & Qualifications 2+ years of direct administrative experience in a property management or real estate office is required. Strong understanding of property management terminology and processes (e.g., leases, ledgers, vendor management, COIs, maintenance requests). Excellent phone and written communication skills, especially for professional correspondence with residents and vendors. High proficiency with spreadsheets (Excel / Google Sheets) and email management tools. Proven ability to manage multiple projects simultaneously while maintaining strong organization and attention to detail. A proactive mindset with the ability to anticipate needs and complete tasks with minimal supervision. Reliable and professional, with the ability to work independently and meet deadlines.