Assistant Manager, Property Management Systems

Job Description

Job Description

About Us

Advanced Asset Management (AAM Living) delivers smart, data-driven property and asset management solutions across Texas. We specialize in maximizing occupancy, optimizing operations, improving turnover speed, and creating high-quality resident experiences. Our portfolio spans multifamily, affordable housing, build-to-rent, and community-centric living environments where operational excellence drives financial performance.

We are modern, tech-enabled, people-centric, and driven by efficiency, transparency, and continuous improvement.

Role Overview

AAM is seeking an experienced Assistant Manager, Property Management Systems to oversee the administration, configuration, maintenance, and optimization of Entrata, ResMan, and other property management platforms. This role is responsible for maintaining data integrity, ensuring accurate financial records, managing property databases and approval workflows, resolving resident ledger discrepancies, and providing system support across the portfolio.

The ideal candidate will combine strong technical expertise with multifamily operations and accounting knowledge. This individual will identify and resolve system inefficiencies, standardize workflows across platforms, lead continuous improvement initiatives, and cross-train property and corporate teams to reduce recurring errors, strengthen system knowledge, and ensure operational continuity.

Key Responsibilities

• Administer and maintain Entrata, ResMan, and other property management systems, including property configurations, user access, permissions, system settings, and workflows. Troubleshoot system issues and coordinate with software vendors when required.
• Lead database setup, configuration, and onboarding for new properties and acquisitions. Maintain property structures, unit inventories, charge codes, lease settings, accounting structures, and reporting configurations while ensuring data accuracy and compliance with company standards.
• Design, configure, and maintain approval routes for ledger adjustments, write-offs, refunds, concessions, move-out statements, and invoices, including appropriate dollar thresholds and approval levels. Standardize settings, charge codes, and workflows across Entrata and ResMan.
• nvestigate and resolve resident ledger discrepancies, perform authorized corrections in accordance with company policies, and collaborate with Accounting, Operations, and property teams on financial issues and month-end reconciliations.
• Identify whether recurring ledger errors originate from system configurations, training gaps, or operational processes, and implement corrective actions to prevent repeat issues.
• Audit system configurations, approval routes, and operational workflows to identify bottlenecks, manual workarounds, and duplicate steps. Generate and analyze reports, test system updates, deploy relevant features and enhancements, and measure improvements in accuracy, approval turnaround times, month-end processes, and support requests. Report results to leadership.
• Develop and deliver structured training for property, accounting, and corporate teams covering ledger corrections, approval routes, move-ins, move-outs, renewals, deposits, and month-end tasks. Create and maintain SOPs, user guides, job aids, and training materials for each platform.
• Establish backup coverage by ensuring at least two trained employees can perform each critical PMS function at every property. Monitor training effectiveness through audit findings, error rates, and support requests, and provide additional training where needed.

Required Qualifications

• 5–10 years of hands-on Property Management System (PMS) administration experience.
• Strong administration experience with Entrata and/or ResMan, with experience in both platforms strongly preferred.
• Demonstrated experience setting up and maintaining Entrata databases from initial implementation through ongoing administration.
• Extensive experience with resident ledger corrections, account reconciliations, and property management accounting processes.
• Proven experience designing, configuring, and managing PMS approval workflows, including financial authorization levels.
• Strong understanding of multifamily property management operations, resident accounting, and financial workflows.
• Advanced analytical, troubleshooting, and root cause analysis skills, with specific examples of system or process improvements and measurable results.
• Proficiency in Microsoft Excel, system reporting, data auditing, and workflow documentation.
• Proven ability to design and deliver practical training to property and corporate teams, including users with limited system experience.
• Excellent organizational, communication, customer service, and cross-functional collaboration skills.
• Strong attention to detail and the ability to manage multiple priorities while maintaining data accuracy and process consistency.

Benefits

• Health insurance.
• Paid time off.
• Opportunities for professional growth and career advancement.
• A collaborative, innovative, and high-performance work environment.