Assistant Property Manager

Job Description

Job Description

MULTIFAMILY ASSISTANT PROPERTY MANAGER

Indianapolis, Indiana | Full-Time

Position Overview

We are seeking a dedicated, organized, and proactive Assistant Property Manager to support the daily operations of several historic multifamily apartment buildings on the near northside of Indianapolis. This position is based out of our corporate office at 2425 N. Meridian Street and includes regular travel to their assigned buildings, all which are within a 1–3-mile radius from our corporate office.

The Assistant Property Manager will handle much of the day-to-day leasing, resident relations, inspections, lease administration and documentation, and property-level coordination for their assigned buildings, while continuing to learn company systems and procedures under the guidance of a supervisor. There is no dedicated maintenance team assigned to this role, but it does require that you help ensure that maintenance concerns are submitted appropriately, communicated, and escalated through established channels. A supervisor will assist with submitting rental applications while the Assistant Property Manager is learning that process. The Assistant Property Manager would be responsible admin related processes for the application such as making sure applicants have valid IDs, proof of income, and completing rental and employment verifications accordingly.

The ideal candidate is service-oriented, dependable, detail-focused, comfortable managing multiple priorities, and eager to grow in multifamily property management. Strong communication, sound judgment, computer skills, and a commitment to Fair Housing and professional resident service are important.

Key Responsibilities

Leasing, Marketing & Occupancy

·   Manage day-to-day leasing activity for assigned properties, including responding to inquiries, scheduling and conducting showings, following up with prospects, and coordinating move-ins.

·   Support marketing efforts and maintain timely, professional communication with prospective residents to help reduce vacancies and meet occupancy goals.

·   Track leads, showings, applications, leasing activity, and follow-up in the company’s CRM and property management systems.

·   Prepare leases and related documents and send lease packages to residents in accordance with company procedures.

·   Coordinate lease renewals and communicate with residents about upcoming expirations.

·   Gather and organize application information; while training, coordinate with the supervisor for submission of applications through the rental software.

Resident Relations & Lease Administration

·   Serve as a primary day-to-day contact for residents, responding to questions, concerns, and requests in a timely and respectful manner.

·   Address routine resident concerns, neighbor disputes, noise complaints, and lease violations consistently, seeking supervisor guidance when needed.

·   Prepare and deliver renewal notices, lease violation notices, nonrenewal notices, and other resident communications as authorized.

·   Document resident interactions, complaints, incidents, notices, and follow-up actions accurately in the appropriate systems.

·   Use sound judgment to de-escalate difficult interactions and promptly escalate safety concerns, sensitive matters, or issues outside the role’s authority.

Move-Outs, Inspections & Building Oversight

·   Coordinate move-out administration, including resident communication, documentation, scheduling, and tracking required follow-up.

·   Conduct routine inspections of buildings, common areas, grounds, and vacant units to identify cleanliness, damage, security, safety, and maintenance concerns.

·   Document inspection findings and communicate issues requiring attention to the supervisor or appropriate personnel.

·   Confirm vacant apartments are clean, presentable, and ready to be shown or leased, and report items that need to be addressed.

·   Identify potential liability concerns, unauthorized occupants, and property-security issues and follow established reporting procedures.

Maintenance Coordination & Follow-Through

·   Record and communicate resident maintenance concerns to the appropriate personnel and follow up on outstanding issues.

·   Coordinate access for contractors, inspections, and scheduled maintenance when directed.

·   Keep residents informed about service updates when appropriate and notify the supervisor of delays or recurring concerns.

·   Promptly escalate urgent conditions, including water leaks, fire or life-safety concerns, security issues, and other potentially hazardous conditions.

·   This role does not include supervising a dedicated maintenance team or performing maintenance repairs.

Compliance, Records & Administration

·   Maintain accurate, complete, and organized resident files, including applications, screening documentation, signed leases, addenda, notices, move-out records, and correspondence.

·   Keep CRM records and property management software data accurate and up to date, following company procedures and training.

·   Handle sensitive resident information confidentially and maintain thorough records of resident communications and property-related incidents.

·   Follow Fair Housing requirements, applicable federal, Indiana, and local laws, and company policies; ask for guidance when a situation is unclear.

·   Follow established procedures for reasonable accommodation requests and other sensitive compliance matters, escalating questions to the supervisor.

Communication, Training & Accountability

·   Organize daily responsibilities across assigned buildings, prioritize competing needs, meet deadlines, and keep leasing and administrative tasks moving.

·   Provide regular updates to the supervisor regarding vacancies, leasing activity, resident concerns, inspection findings, and unresolved issues.

·   Work collaboratively with the supervisor and other personnel responsible for maintenance, rent collections, and accounting.

·   Learn company procedures and rental software with supervisor support, building proficiency over time while asking questions when needed.

·   Identify operational concerns, suggest practical solutions, and communicate significant issues promptly.

Qualifications

·   Previous experience in leasing, customer service, property management, or a related field preferred; multifamily experience is a plus.

·   Strong customer service and communication skills, with the ability to interact professionally with prospective and current residents.

·   Good organization, attention to detail, recordkeeping, and time-management skills.

·   Ability to handle resident concerns calmly, professionally, and with sound judgment.

·   Comfort using office software, CRM systems, and data-entry tools; experience with property management software such as AppFolio is a plus.

·   Basic understanding of leasing processes and Fair Housing requirements, or the willingness and ability to learn and apply them.

·   Ability to work across multiple properties, manage competing priorities, follow established procedures, and seek supervisor guidance when appropriate.

·   Ability to recognize property maintenance and safety concerns and escalate them promptly.

Performance Expectations

·   Maintain consistent leasing activity and contribute to established occupancy goals for approximately 120 assigned units.

·   Respond to prospective and current residents in a timely, professional manner.

·   Keep CRM entries, resident files, lease documents, move-out records, and property-management data accurate and current.

·   Complete regular inspections and ensure identified concerns are documented and communicated for follow-up.

·   Follow established procedures and communicate questions or issues to the supervisor, particularly while learning application-processing and other software workflows.

·   Demonstrate initiative, reliability, sound judgment, accountability, and a willingness to learn.

Additional Position Details

·   Job Type: Full-time M-F 8am-5pm

·   Compensation: Competitive / market rate

·   Work Location: Corporate office at 2425 N. Meridian Street, Indianapolis, Indiana, with regular travel to assigned properties.

·   A valid driver’s license, reliable transportation, and active car insurance is required for regular travel between properties. If you are proactive, detail-oriented, enjoy working with residents, and are looking to build your career in multifamily property management, we encourage you to apply.

Family owned company. We treat the staff like the professional they are all the time.

Company Description

Family owned company. We treat the staff like the professional they are all the time.