Position Summary
The Associate Property Manager is responsible for the day-to-day resident experience and physical oversight of assigned single-family rental properties. This position serves as the primary contact for residents and maintains a strong working knowledge of each property’s condition, maintenance needs, lease requirements, and ongoing activity.
The Associate Property Manager reports to the Regional Single-Family Property Manager. The Regional Property Manager is responsible for all property-owner relationships, communication, approvals, and portfolio-level decisions.
Essential Duties and Responsibilities
Resident Relations
- Serve as the primary day-to-day contact for residents.
- Build professional, responsive, and respectful relationships with residents.
- Respond to resident phone calls, emails, messages, questions, and concerns.
- Maintain regular communication with residents regarding maintenance, inspections, renewals, property access, and lease requirements.
- Follow up with residents to ensure questions and concerns are appropriately resolved.
- Help residents understand their lease obligations, property-care expectations, HOA rules, and community requirements.
- Address routine resident concerns and escalate complex or unresolved matters to the Regional Property Manager.
- Document resident conversations, requests, concerns, and follow-up activities.
Property Oversight
- Develop and maintain a detailed understanding of each assigned property.
- Become familiar with each property’s condition, features, systems, access requirements, HOA requirements, and recurring maintenance needs.
- Conduct regular property walks to monitor property condition and identify concerns.
- Recognize and document maintenance issues, safety concerns, property damage, lease violations, and changes in condition.
- Monitor the general appearance, care, and functionality of assigned properties.
- Maintain current photographs, inspection reports, access information, and property notes.
- Communicate property needs and concerns to the Regional Property Manager.
- Follow up on identified issues until they are completed or transferred to the Regional Property Manager for further action.
Maintenance Coordination
- Receive and review resident maintenance requests.
- Communicate with residents to understand the issue and gather necessary information.
- Schedule routine maintenance with approved vendors or maintenance personnel.
- Coordinate property access between residents and service providers.
- Keep residents informed of appointment times, delays, access requirements, and completion updates.
- Track open work orders and follow up until the work is completed.
- Confirm completed work with the resident and inspect the work when appropriate.
- Document maintenance activity, communication, scheduling, and completion.
- Escalate emergencies, major repairs, recurring problems, or work requiring additional approval to the Regional Property Manager.
Property Inspections
- Conduct move-in, move-out, annual, lease-violation, pre-move-in, and routine property inspections.
- Inspect the interior and exterior condition of assigned properties.
- Document findings with detailed notes, photographs, and required inspection forms.
- Identify maintenance needs, safety concerns, property damage, and potential lease violations.
- Communicate inspection findings to the Regional Property Manager.
- Conduct follow-up inspections to confirm corrections or repairs have been completed.
- Complete quality-control inspections before resident move-in and following turnover work.
Leasing and Showings
- Respond to inquiries from prospective residents.
- Follow up with incoming leads and maintain accurate communication records.
- Schedule and conduct property tours and showings.
- Provide accurate information about the property, community, rental requirements, and leasing process.
- Coordinate keys, lockboxes, and approved self-tour access.
- Communicate application and leasing updates according to company procedures.
- Support prospective residents through the leasing and move-in process.
Move-In Coordination
- Coordinate resident move-in appointments and property access.
- Verify that the property is clean, safe, functional, and ready for occupancy.
- Complete and document the move-in inspection.
- Distribute keys and maintain accurate key records.
- Review property-specific information, maintenance-reporting procedures, HOA requirements, and care expectations with the resident.
- Follow up with the resident after move-in to address questions or property concerns.
Lease Renewals
- Track upcoming lease expirations and renewal deadlines.
- Contact residents regarding their renewal intentions.
- Communicate approved renewal terms and deadlines.
- Identify resident concerns or unresolved property issues that may affect renewal.
- Maintain accurate records of renewal outreach and resident responses.
- Coordinate renewal documents and required signatures.
- Provide renewal updates to the Regional Property Manager.
Lease Compliance
- Monitor resident compliance with lease terms, property rules, and HOA requirements.
- Communicate routine compliance concerns professionally and consistently.
- Document violations with photographs, written notes, and supporting records.
- Prepare and deliver approved lease-violation, non-renewal, and pay-or-vacate notices as directed.
- Follow up with residents regarding required corrections and deadlines.
- Conduct follow-up inspections when necessary.
- Escalate repeated, disputed, or legally sensitive matters to the Regional Property Manager.
Move-Out and Turnover Coordination
- Communicate move-out expectations and requirements to departing residents.
- Coordinate property access, key returns, and move-out appointments.
- Conduct and document move-out inspections.
- Identify cleaning, maintenance, damage, and turnover needs.
- Coordinate approved turnover work with assigned vendors or maintenance personnel.
- Monitor turnover progress and confirm completion.
- Complete a final quality-control inspection before the property is marketed or occupied.
- Update photographs, inspection reports, key records, and move-out documentation.
Recordkeeping and Follow-Through
- Maintain accurate resident and property records in the property management system.
- Upload communications, photographs, inspections, notices, work-order updates, and move-in or move-out documentation.
- Track maintenance requests, inspections, renewals, compliance deadlines, and required follow-up.
- Maintain accurate key and access records.
- Protect confidential resident, property, and company information.
- Provide the Regional Property Manager with timely updates regarding resident activity and property conditions.
Role Boundaries
This position is focused on:
- Resident relationships and communication
- Resident satisfaction and retention
- Property condition and care
- Inspections and property walks
- Routine maintenance coordination
- Leasing and showings
- Move-ins and move-outs
- Renewals and lease compliance
- Accurate property documentation and follow-through
Qualifications
- High school diploma or equivalent required.
- Previous property management, leasing, resident services, housing, hospitality, or customer-service experience preferred.
- Active Utah real estate license or ability to obtain and maintain required licensing, if applicable.
- Knowledge of residential leases, Fair Housing requirements, and property management practices preferred.
- Strong resident-service and relationship-building skills.
- Excellent written and verbal communication skills.
- Strong observational, organizational, and problem-solving abilities.
- Ability to recognize property needs and consistently follow issues through completion.
- Ability to handle resident concerns and difficult conversations professionally.
- Strong attention to detail and accurate documentation.
- Ability to independently manage multiple properties, residents, and deadlines.
- Proficiency with property management software, email, Microsoft Office, and mobile inspection tools.
- Valid driver’s license, reliable transportation, and ability to travel between assigned properties.
Physical and Scheduling Requirements
- Regular travel between assigned single-family properties.
- Ability to walk properties, climb stairs, and inspect interior and exterior areas.
- Ability to work outdoors in varying weather conditions.
- Ability to occasionally carry keys, lockboxes, signs, files, or supplies.
- Occasional evening or weekend availability for showings, inspections, notices, or urgent property needs.
Pay: From $23.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
Work Location: In person
