Property Management Operations Assistant

Job Description

Position Overview 

We are a property management company seeking a detail-oriented and highly organized Operations Assistant to support our day-to-day property management functions. This role spans four core areas: data entry and file auditing, utility coordination, maintenance follow-up, and tenant-facing customer service — including incoming calls and outreach to delinquent tenants. 

The right candidate takes accuracy seriously. Whether you are auditing a compliance file, entering data into our system, or following up with a utility provider, the expectation is that every task is done correctly, completely, and documented. This is a role for someone who notices the details that others miss and holds themselves to a high standard. 

Key Responsibilities 

Data Entry & File Auditing 

This is a foundational part of the role. Accuracy and thoroughness are non-negotiable. 

• 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• Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information 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 

Utility Coordination & Follow-Up 

• 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 

Maintenance Coordination & Follow-Up 

• 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 

Customer Service & Tenant Communication 

• 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 

Required Qualifications 

• 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 

Preferred Qualifications 

• 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 

Requirements

This is a full time role

Up to $6/hr

100% Remote