Assistant Property Manager

Position Summary


We are seeking a highly organized and motivated Assistant Property Manager to support the day-to-day operations of a commercial real estate portfolio. This role will partner closely with the Property Manager to ensure properties are operating efficiently, tenants receive exceptional service, and financial and administrative responsibilities are completed accurately and on time.


The ideal candidate will have prior property management experience, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment.


Essential Responsibilities


Property Operations

• Assist with the daily management and operation of assigned properties.
• Serve as a primary point of contact for tenants, vendors, and contractors.
• Build and maintain positive tenant relationships by responding to inquiries and resolving issues in a timely manner.
• Coordinate vendor services, work orders, and maintenance activities.
• Assist with property inspections to ensure buildings are maintained and operating efficiently.
• Support tenant move-ins and move-outs, including coordinating logistics and required documentation.
• Ensure compliance with applicable property regulations, policies, and procedures.
• Assist with emergency response efforts and property-related issues as needed.

Financial Administration

• Review and process accounts payable invoices.
• Assist with accounts receivable activities, including tenant billing and collection follow-up.
• Support monthly financial reporting and budget tracking.
• Assist with preparing annual budgets, forecasts, and reconciliations.
• Review tenant charges and respond to billing inquiries.
• Monitor operating expenses and assist with cost-control initiatives.

Administrative Support

• Prepare and maintain property files, contracts, agreements, and correspondence.
• Assist with vendor management, including contract administration and certificate of insurance tracking.
• Coordinate meetings, property inspections, and special projects.
• Support capital improvement projects and other property initiatives.
• Maintain accurate records and ensure all documentation is properly organized and updated.
• Assist with tenant events and property engagement activities as needed.

Qualifications


Required

• High School Diploma or equivalent.
• 2 years of experience in property management, real estate, or a related field.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong customer service and relationship-building skills.

Preferred

• Bachelor's degree in Business, Real Estate, Finance, or a related field.
• Experience supporting commercial property management operations.
• Familiarity with property management software systems.
• Knowledge of budgeting, financial reporting, and tenant relations.

Competencies

• Detail-oriented with strong problem-solving abilities.
• Ability to work independently and collaboratively in a team environment.
• Strong organizational and multitasking skills.
• Professional demeanor and customer-focused approach.
• Ability to adapt to changing priorities and business needs.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.


EEO Notice


Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.


Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io .


Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

Representation Notice


By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice


Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here ( ). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice


Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.