Property Management Operations Assistant

Role Overview

• Perform accurate and timely data entry across property management systems and spreadsheets
• Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information
• Ensure all files meet internal standards and any applicable regulatory or compliance requirements
• Flag discrepancies, missing documents, or non-compliant records and follow up to resolve them
• Maintain organized and up-to-date digital records for all active and inactive properties and tenants
• Perform periodic audits of existing records to ensure ongoing accuracy and completeness
• Contact utility providers on behalf of the company and tenants to set up, transfer, or close accounts as needed
• Follow up on unresolved utility issues — billing discrepancies, service interruptions, account transfers, and outstanding requests
• Track the status of all open utility matters and ensure nothing is left unresolved or unaddressed
• Document all utility-related communications and update records accordingly
• Coordinate with property managers and tenants to ensure utilities are properly handled at move-in and move-out
• Follow up on open maintenance requests to ensure they are progressing and vendors are responsive
• Communicate status updates to tenants regarding their maintenance requests in a timely and professional manner
• Coordinate with vendors, contractors, and property managers to schedule and confirm maintenance appointments
• Document maintenance activity and update work order records accurately in the system
• Escalate unresolved or urgent maintenance issues to the appropriate property manager promptly
• Answer incoming calls from tenants, owners, and vendors in a professional, helpful, and solution-oriented manner
• Address tenant inquiries related to leases, maintenance, utilities, and general property questions
• Conduct outreach calls to delinquent tenants regarding outstanding balances, payment arrangements, and account status
• Handle difficult conversations with professionalism and composure — de-escalate when needed and document all interactions
• Ensure all tenant communications are logged and follow-up actions are tracked and completed
• Route calls and issues to the appropriate team member when escalation is required

Requirements

• Exceptional attention to detail — your work is accurate, complete, and consistent
• Demonstrated experience in data entry with a strong track record of accuracy
• Experience in an auditing, compliance, or file review capacity
• Comfortable making and receiving professional phone calls, including difficult conversations with delinquent tenants
• Highly organized with the ability to manage multiple open tasks and follow-up items simultaneously
• Strong written and verbal communication skills
• Reliable and self-directed — you follow through on tasks without needing constant oversight
• Comfortable working independently in a remote environment
• Prior experience in property management, real estate, or a related field
• Familiarity with property management software such as AppFolio, Buildium, Yardi, or similar
• Experience coordinating with utility providers and managing tenant account transitions
• Background in customer service or tenant-facing roles in a residential or commercial property setting
• Experience conducting collections or delinquency outreach calls