About the Role
The Assistant Portfolio Manager supports the day‑to‑day operations of a residential property management portfolio with a strong focus on renewals, lease compliance, delinquency management, tenant relations, and coordination of move‑ins/move‑outs. This role does not handle leasing or marketing but works closely with accounting, maintenance, and leasing teams to ensure a smooth, compliant, and customer‑focused experience for both tenants and property owners.
This position is ideal for someone who thrives in a fast‑paced environment, communicates clearly, and enjoys balancing administrative precision with people‑centered service.
Key Responsibilities
Lease Administration & Renewals
- Manage the full renewal process, including preparing renewal offers, communicating with tenants, and securing owner approval for renewal rates.
- Track upcoming expirations and ensure timely outreach and documentation.
- Monitor and enforce lease compliance, issuing notices and documenting violations as needed.
Delinquency & Legal Coordination
- Oversee delinquency collection efforts, including payment plan coordination and follow‑up communication.
- Prepare and issue appropriate notices in accordance with state and local regulations.
- Coordinate eviction filings and communication with legal partners when necessary.
Tenant Relations & Customer Service
- Serve as a primary point of contact for tenant inquiries, concerns, and service requests.
- Provide clear, empathetic communication while maintaining policy and lease compliance.
- Mediate tenant issues and escalate when appropriate.
Move‑In / Move‑Out Coordination
- Coordinate move‑ins and move‑outs in partnership with accounting, leasing, and maintenance teams.
- Ensure all documentation, inspections, and financial components (deposits, prorations, charges) are completed accurately.
- Track unit readiness and turnover timelines.
Owner Communication & Portfolio Support
- Communicate renewal recommendations, compliance issues, and tenant concerns to property owners.
- Provide administrative support to the Portfolio Manager, including reporting, documentation, and follow‑up tasks.
- Maintain accurate records within the property management software.
Qualifications
- Experience in property management, real estate operations, or a related administrative role.
- Strong understanding of lease terms, compliance requirements, and tenant/landlord regulations.
- Excellent communication skills—written, verbal, and interpersonal.
- Ability to manage multiple priorities with accuracy and professionalism.
- Proficiency with property management software (AppFolio experience is a plus).
- Strong problem‑solving skills and a customer‑service mindset.