Property Manager

Property Manager Assistant

Green Ocean Property Management (GOPM) is hiring a detail-driven and proactive Property Manager Assistant to support the daily operations of our property management team. In this role, you will be instrumental in maintaining tenant satisfaction, ensuring smooth leasing processes, and coordinating with vendors and internal teams to address property needs.

This is a client-facing, systems-heavy role that requires strong organization, responsiveness, and communication skills. You'll handle the front lines of tenant communication, assist with maintenance logistics, and contribute to streamlined operational execution — all from a remote environment.

Key Responsibilities

• Tenant Communication & Lease Management
• Act as the primary point of contact for tenants — address inquiries, requests, and concerns in a timely, professional manner.
• Assist in lease lifecycle management including drafting lease agreements, facilitating renewals, and processing terminations.
• Manage rent collection activities, send reminders, escalate late payments, and help enforce payment terms.

• Maintenance Coordination
• Serve as liaison between tenants, property owners, and vendors.
• Schedule and monitor maintenance and repair work orders using internal tracking tools.
• Ensure follow-through and resolution of service requests; maintain a high standard of property condition.

• Records Management
• Maintain up-to-date digital records including leases, inspection reports, rent rolls, and maintenance logs.
• Ensure compliance with state and federal property management regulations regarding documentation and tenant interactions.

• Tenant Screening & Onboarding
• Conduct background checks, verify employment and references for prospective tenants.
• Assist in preparing onboarding materials and move-in documentation.

• Move-In/Move-Out Support
• Assist in the coordination of property inspections for both move-ins and move-outs.
• Prepare condition reports and coordinate with vendors for turnover services.
• Ensure timely processing of security deposit returns in accordance with regulations.

• Reporting & Data Entry
• Generate regular operational reports, including: occupancy/vacancy rates, maintenance activity summaries, rent collection status, lease expiration schedules, flag operational risks or trends proactively.

• Marketing & Listings Support
• Create or update rental listings on platforms such as Zillow, Facebook Marketplace, and RentRedi.
• Coordinate with the leasing team to schedule virtual or in-person property showings.
• Monitor listing performance and suggest optimizations.

• Cross-Functional Collaboration
• Work closely with the property management, leasing, and accounting teams to ensure efficient workflow.
• Escalate urgent issues while maintaining alignment with internal processes and SOPs.
• Suggest process improvements that enhance tenant experience or team productivity.

Qualifications

• Minimum 2 years experience in property management, real estate operations, or virtual property assistance.
• Knowledge of lease administration, rental laws, and maintenance coordination processes.
• Ability to multitask across a high volume of properties or tenants.
• Excellent communication skills (verbal and written) and professional customer service demeanor.

Technical Proficiency

• Strong experience with property management software (e.g., AppFolio, Buildium, RentRedi, or similar).
• Proficient in Google Workspace (Docs, Sheets, Calendar) and Microsoft Office.
• Comfortable using remote tools like Slack, Zoom, and project management boards (Asana, Trello).