Role Title: Property Management Assistant

Working Hours: Full-Time (40 Hours/Week) | Monday – Friday, 9:00 AM – 5:00 PM Eastern Time (ET)

Location: Remote (Permanent Work from Home)

Focus: Multi-Family Residential Property Management (Long-Term Rentals / 12-Month Leases)

Position Overview

We are seeking an experienced, highly detailed, and proactive Property Management Assistant with direct, hands-on experience using AppFolio. This is not an entry-level position; candidates must already possess a solid foundation in property management workflows and AppFolio navigation so that training can focus on company-specific processes rather than industry fundamentals.

The ideal candidate takes complete ownership of assigned tasks, demonstrates fast knowledge retention, and excels in clear, proactive communication. You will be responsible for handling tenant and vendor communications, maintenance coordination, lease renewals, application processing, and day-to-day administrative support across a growing portfolio.

Key Responsibilities

1. Maintenance & Vendor Coordination (Primary Focus)

• Review, schedule, track, and close out maintenance work orders directly within AppFolio.
• Coordinate repair schedules between tenants, vendors, and internal maintenance staff.
• Obtain and review status updates, completion photos, and vendor invoices.
• Maintain complete, detailed notes and audit trails on every work order within AppFolio.
• Perform active vendor follow-up and escalate unresolved issues with clear, concise summaries.
• Support monthly maintenance billing reviews and work order reconciliations for owner statements (8th–15th of each month).

2. Tenant & Communication Management

• Manage live inbound call coverage, text messaging, and email inquiries during ET business hours.
• Actively respond to inquiries regarding maintenance, lease renewals, applications, and general account questions.
• Maintain consistent, professional follow-up until tenant issues are fully resolved.
• Proactively communicate updates to the internal management team, confirming task receipts and task completions.

3. Leasing, Renewals & Administrative Support

• Draft lease agreements, addenda, and lease renewal documentation accurately.
• Manage lease renewal tracking pipelines, outreach, and billing updates in AppFolio.
• Assist with tenant onboarding, application processing, background checks, move-ins, move-outs, and delinquency follow-ups.
• Keep all property records, tenant files, and system databases accurate and current.

4. Operational & Project Support

• Assist with unit turns, property onboardings, delinquency tracking, and system cleanup projects.
• Monitor operational deadlines across multiple properties to ensure no detail falls through the cracks.
• Support routine reporting and special operational assignments from management.

Required Qualifications & Experience

• Direct AppFolio Experience (Mandatory): Hands-on, practical experience navigating and managing workflows within AppFolio property management software is strictly required.
• Property Management Background (Mandatory): Proven experience working in multi-family property management operations. Candidates must understand standard core workflows (lease cycles, work orders, delinquencies, tenant relations).
• Proactive & Low-Risk Communication:
  • Strong commitment to asking clarifying questions before proceeding when instructions are unclear or ambiguous.
  • Habit of confirming instructions, providing routine status updates, and reporting task completions promptly.
• Fast Learner & High Knowledge Retention: Ability to quickly learn company-specific systems and retain training without requiring repeated directions on previously covered tasks.
• Role Ownership & Independence: Ability to take full accountability over daily tasks, work independently, and solve problems proactively.
• Attention to Detail: High accuracy in document drafting, record-keeping, and task execution.
• Technical Setup: Reliable high-speed internet connection and a dedicated, noise-free home office setup.

Role Details & Perks

• Employment Type: Full-Time, Independent Contractor (40 hours/week)
• Schedule: Monday – Friday, 9:00 AM – 5:00 PM Eastern Time
• Work Location: 100% Remote / Permanent Work from Home
• Perks & Benefits:
  • Health Insurance coverage options for eligible locations
  • Steady, long-term freelance engagement with a growing company
  • Opportunities for professional growth as portfolio expands