Assistant Property ManagerPosition Summary
The Assistant Property Manager supports the daily operation of Golden Legacy's residential rental portfolio. This position works under the direction of the Vice President of Residential Property Management and assists with resident communication, rent collection, leasing administration, maintenance coordination, inspections, reporting, and property-level organization.
The portfolio includes:
- Riverside North, also known as The Banks on Riverside
- Harter Heights Place
- Golden Legacy's single-family rental homes
- Individually owned condominium rentals near Eddy Street
- Additional residential rental properties assigned to Golden Legacy Management
The Assistant Property Manager must be highly organized, responsive, detail-oriented, and capable of managing multiple priorities across different property types.
Reporting Structure
Reports to:
- Vice President of Residential Property Management
Works closely with:
- Leasing Manager
- Maintenance and Construction Department
- Accounting Department
- Property Owners
- Residents
- Vendors
- HOA and Condominium Management Team
Primary ResponsibilitiesResident Communication
- Serve as a primary point of contact for residents regarding account questions, maintenance requests, lease requirements, notices, and general property concerns.
- Respond to resident communications promptly and professionally.
- Document material resident conversations, complaints, incidents, and agreements in the property management system.
- Assist with resolving resident concerns and escalate serious or sensitive matters to the Vice President of Residential Property Management.
- Communicate lease requirements, property rules, move procedures, and resident responsibilities clearly.
- Maintain consistent and professional communication across telephone, email, text messaging, and resident portals.
- Follow up with residents after maintenance work, inspections, complaints, or unresolved service matters.
Rent Collection and Delinquency
- Review resident ledgers and delinquency reports regularly.
- Contact residents regarding unpaid rent, fees, returned payments, and outstanding balances.
- Prepare and deliver notices in accordance with company procedures.
- Track payment commitments and payment arrangements.
- Escalate unresolved delinquency matters promptly.
- Coordinate with the Vice President of Residential Property Management and legal counsel regarding eviction or collection actions.
- Maintain accurate documentation of collection efforts.
- Assist with processing payments, deposits, account adjustments, and resident charges.
- Identify ledger errors or discrepancies and coordinate corrections with accounting.
Leasing Administration
- Support the Leasing Manager throughout the leasing process.
- Respond to prospective resident inquiries when coverage is needed.
- Assist with scheduling showings, processing applications, verifying documentation, and communicating application status.
- Prepare leases, addenda, disclosures, move-in documents, and property-specific forms.
- Confirm that all lease documents are complete, accurate, signed, and retained properly.
- Coordinate approved applicants through the lease-signing and move-in process.
- Maintain accurate unit availability, application, lease, and move-in records.
- Assist with lease renewal preparation and resident outreach.
- Track upcoming lease expirations, notice deadlines, renewals, and move-outs.
- Ensure that leasing and screening procedures are applied consistently and in accordance with company policies and Fair Housing requirements.
Move-In and Move-Out Coordination
- Schedule and coordinate resident move-ins and move-outs.
- Confirm that required funds, insurance information, utilities, documents, keys, access devices, and parking credentials are completed before move-in.
- Conduct or coordinate move-in and move-out inspections.
- Maintain photographic and written documentation of property condition.
- Provide residents with property rules, emergency information, maintenance procedures, and move instructions.
- Coordinate unit possession and key transfer.
- Review move-out condition reports and assist with documenting resident-caused damage.
- Coordinate security deposit accounting information with the Vice President of Residential Property Management and Accounting Department.
- Confirm that vacated units are secured and entered into the turn process promptly.
Maintenance Coordination
- Receive, document, review, and assign maintenance requests in accordance with company procedures.
- Identify emergency and high-priority maintenance matters and escalate them immediately.
- Coordinate access between residents, maintenance employees, and vendors.
- Monitor open work orders and follow up on delayed or incomplete items.
- Keep residents informed regarding scheduling, access, delays, and completion.
- Confirm that work orders contain adequate notes, photographs, invoices, and completion information.
- Identify recurring maintenance issues and report them to the Vice President of Residential Property Management.
- Assist with scheduling preventative maintenance, inspections, vendor work, and property projects.
- Follow up with residents to confirm that maintenance concerns were resolved.
Unit Turns
- Assist with coordinating unit turns between move-out and the next move-in.
- Prepare turn scopes based on inspection findings.
- Coordinate scheduling among maintenance employees, contractors, cleaners, painters, and leasing staff.
- Track turn progress and expected completion dates.
- Communicate delays or cost concerns promptly.
- Inspect or assist with inspecting completed units before move-in.
- Confirm that units are clean, safe, functional, and ready for occupancy.
- Maintain accurate records of turn costs, resident damage, and completion status.
- Work with the Leasing Manager to prioritize turns based on leasing activity and move-in dates.
Property Inspections
- Conduct or assist with routine property, unit, move-in, move-out, renewal, and condition inspections.
- Document inspection findings with written notes and photographs.
- Identify lease violations, maintenance needs, safety concerns, unauthorized occupants, unauthorized pets, and property damage.
- Prepare follow-up notices and work orders based on inspection findings.
- Monitor corrective action and confirm completion.
- Assist with inspecting common areas, grounds, parking areas, model units, vacant units, and building conditions.
- Report significant property or safety concerns immediately.
Financial and Administrative Support
- Assist with reviewing resident ledgers, rent rolls, delinquency reports, lease expiration reports, occupancy reports, and work-order reports.
- Review invoices for accuracy, supporting documentation, property allocation, and authorization before submitting them for approval.
- Assist with coding invoices and maintaining vendor records.
- Maintain organized electronic and physical property files.
- Assist with preparing monthly ownership reports.
- Provide accurate information regarding occupancy, leasing, collections, maintenance, resident issues, and unit turns.
- Assist with tracking utility charges, resident reimbursements, damages, deposits, and other property expenses.
- Identify administrative errors or missing documentation and correct them promptly.
- Support annual budgeting and property record updates as assigned.
Property-Specific ResponsibilitiesRiverside North / The Banks on Riverside
- Support daily resident and property operations for the multifamily community.
- Assist with collections, resident communication, maintenance coordination, inspections, lease administration, renewals, and move-ins.
- Maintain organized records for a high volume of residents, work orders, leases, and communications.
- Assist with property walks and common-area inspections.
- Provide on-site coverage when assigned.
- Escalate significant resident, maintenance, safety, or operational concerns promptly.
Harter Heights Place
- Track lease expirations, renewals, notices, move-outs, and unit turns.
- Assist with resident communication and maintenance coordination.
- Support leasing and preleasing activity.
- Maintain accurate occupancy and availability records.
- Assist with managing periods of concentrated lease expirations and turnovers.
Single-Family Rental Homes
- Maintain property-specific records for each rental home.
- Coordinate inspections, repairs, vendor access, renewals, move-ins, and move-outs.
- Assist with communicating property performance and maintenance matters to individual owners.
- Track unique property requirements, owner instructions, warranties, and maintenance histories.
- Confirm that each property remains secure, maintained, and compliant with company standards.
Eddy Street Condominium Rentals
- Maintain familiarity with condominium association rules and building procedures.
- Coordinate keys, access devices, parking passes, move scheduling, elevator reservations, and contractor access.
- Provide residents with applicable condominium rules and requirements.
- Coordinate with HOA or condominium management when necessary.
- Document and address resident violations that may affect the unit owner or association.
- Maintain a high level of communication and service for condominium owners and residents.
Compliance and Risk Management
- Apply company policies consistently.
- Maintain confidentiality of resident, owner, employee, and company information.
- Follow Fair Housing requirements and established resident-screening procedures.
- Maintain complete documentation of material communications and actions.
- Avoid unauthorized promises, concessions, payment arrangements, or lease modifications.
- Immediately report safety concerns, threats, significant property damage, suspected criminal activity, insurance claims, legal notices, or compliance concerns.
- Follow company procedures for keys, access devices, resident records, deposits, notices, and confidential information.
Performance Measures
Performance will be evaluated based on:
- Accuracy of resident accounts and records
- Timeliness of resident responses
- Delinquency follow-up
- Lease-file accuracy
- Renewal and expiration tracking
- Work-order follow-up
- Unit-turn coordination
- Inspection completion
- Documentation quality
- Resident complaint resolution
- Accuracy of reports
- Organization and follow-through
- Compliance with company procedures
- Cooperation with leasing, maintenance, accounting, and leadership
- Ability to identify and escalate problems promptly
Qualifications
- Experience in property management, leasing, hospitality, customer service, real estate, or a related field.
- Strong organizational and administrative skills.
- Strong written and verbal communication.
- Ability to manage multiple properties, deadlines, and resident matters simultaneously.
- Ability to handle difficult conversations professionally.
- Comfort using property management software, electronic records, spreadsheets, email, and resident portals.
- Ability to review leases, resident ledgers, reports, invoices, and property records accurately.
- Ability to travel among properties in the South Bend and Notre Dame area.
- Valid driver's license and reliable transportation.
- Ability to participate in occasional after-hours or emergency response when required.
Preferred Qualifications
- Two or more years of residential property management experience.
- Experience with multifamily, student-oriented, single-family, or condominium rentals.
- Experience with rent collection, leasing, inspections, and maintenance coordination.
- Familiarity with Fair Housing requirements and Indiana landlord-tenant procedures.
- Experience using property management software.
Characteristics Required for Success
- Highly organized
- Dependable
- Responsive
- Detail-oriented
- Professional under pressure
- Comfortable enforcing policies
- Capable of handling conflict
- Strong follow-through
- Clear communicator
- Willing to take ownership
- Able to identify problems before they become emergencies
- Able to work independently while respecting reporting authority
Pay: $24.54 - $29.55 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
