Assistant Property Manager

Job Description

Job Description

Job Summary:

The Assistant Property Manager (APM) serves as a key operational partner to the Baltimore Property Management team by providing administrative, operational, and field support across the portfolio. This role works closely with Property Managers, Building Engineers, Lease Administrators, contractors, and tenants to deliver an exceptional tenant experience while ensuring properties are maintained to the highest standards.

The APM plays a critical role in increasing Property Manager capacity by assisting with tenant relations, inspections, move-outs, preventive maintenance initiatives, vendor coordination, and special projects. The ideal candidate is proactive, highly organized, customer-focused, and enjoys balancing office administration with time in the field.

Over time, the APM will be assigned their own portfolio of properties to manage with oversight from AVP. The APM is expected to be available 7 days a week and 365 days a year to respond to emergencies for their assigned portfolio and/or when assisting other Property Managers with their portfolios.

Job Duties: 

• Build positive relationships with tenants through regular property visits and proactive communication.
• Assist Property Managers with welcome visits, move-in/move-out inspections, and evictions.
• Follow up on service requests and tenant concerns to ensure timely resolution and high levels of tenant satisfaction.
• Assist with tenant retention initiatives, appreciation events, and other engagement activities.
• Support tenant communications including notices, building updates, and operational correspondence.
• Perform routine inspections of buildings, common areas, vacant suites, and business parks to identify maintenance needs, safety concerns, and opportunities to enhance property appearance.
• Inspect vacant spaces to ensure they are market-ready and create a strong first impression for prospective tenants.
• Identify preventative maintenance opportunities and coordinate follow-up with Building Engineers, contractors, and Property Managers.
• Assist with documenting incidents, insurance claims, and property condition reports as needed.
• Provide administrative support to Baltimore Property Managers, helping streamline day-to-day operations across multiple portfolios.
• Research lease-related questions, tenant obligations, account discrepancies and property records to support Property Managers in resolving tenant issues.
• Assist with invoice processing, purchase orders, billing inquiries, and vendor coordination including researching all problem invoices to provide expeditious solutions and researching all utility invoices for problems, trends and accuracy.
• Support annual operating expense reconciliations, budget preparation, vendor contract renewals, and other operational projects.
• Help coordinate service contracts, vendor documentation, and vendor certificates of insurance.
• Partner with Lease Administrators and Property Managers to monitor tenant receivables and assist with collection efforts.
• Assist with tracking lease expirations, tenant move-outs, security deposit reconciliations, and lease compliance items.
• Support Property Managers in maintaining accurate tenant communication, lease documentation and building/park records.
• Assist with employee appreciation events, tenant appreciation programs, police appreciation lunches, community engagement activities, and other company-sponsored events.
• Collaborate with Property Managers, Building Engineers, Lease Administrators, Accounting, Leasing, and Corporate teams to continuously improve tenant service, software rollouts, operational efficiency and process enhancements.

Job Qualifications:

• Bachelor's degree in Business, Real Estate, Finance, Accounting, or a related field required; accounting experience is a plus.
• 1-3 years of experience in commercial real estate, property management, customer service, facilities, or related industries preferred.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple projects in a fast-paced environment while maintaining a high level of customer service.
• Proficient in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Experience with commercial property management software (MRI, Yardi, RealPage, or similar) is preferred.
• Self-motivated team player with a positive attitude and willingness to assist wherever needed.
• Ability to travel throughout the Baltimore portfolio and conduct regular field inspections.
• Demonstrate ability to work independently as well as in a team environment.

This job description is not intended to be all inclusive and is subject to change periodically.