PM Assistant and Office Manager

Job Description

Job Description

Arrange tours of available units/properties to prospective tenants
Answer all guest cards within 24 hours using all available means for communication,
attempting at minimum of three (3) times prior to inactivating and refunding and premium
leads. 
Help with advertising for all available units working with marketing to ensure proper
information is listed, communicated to residents, and updated as often as necessary.
Confirm and process all rental applications using provided renal criteria and screening
program.
Stay knowledgeable of the current rental market. 
Track lease renewals prior to renewal offers. Confirm with PM’s that we want to make a
renewal offer.
Accept and record all application fees and security deposits accurately.
Walks property at regular intervals to ensure Unit Turns are on track for projected move in
date and standards are being kept. This will be done in conjunction with showings at each
property, at a minimum of one time per week per property. Any deficiency found will be
photographed and sent to the Maintenance Supervisor to log and distribute maintenance for
corrective action.  
Complete punch-list walkthroughs after maintenance has been completed to ensure the unit
is rent ready. Document any deficiencies and send to the appropriate person to log and
distribute maintenance for corrective action.

Coordinate with Maintenance the scheduling of pre-move out and move-out inspections.  
Attend inspections and document with accurate pictures, descriptions and work needed to be
completed at the time of move out. Document the supplies needed and include these supply
requirements and any capital improvements such as flooring, painting, appliances, etc. to the
maintenance supervisor by providing a link or printout of the inspection reports. This will
ensure accurate turnover and vendor scheduling. 
Complete all move-in inspections and documentation of units prior to a move-in. 
Maintain all move-in file folders and ensure all tenants receive a personalized copy at move in. 
Ensure proper file maintenance and leasing checklists are completed and turned over to the
property manager once a resident has moved in. 
Creates and executes all leases. 
Assist in delivering notices when necessary.
Ensure all applications are accurate and Identification documents are uploaded.
Ensure that all applications have accurate move-in dates and move-in dates have
been clearly communicated and scheduled with maintenance. 
Attend the morning meetings with maintenance staff every day. 
Complete all lease renewals at least 60 days prior to the lease expiration date and ensure that
the appropriate documents are transmitted to any Housing Authority or tenant advocate as
necessary. 
Personally contact every lease renewal prior to delivering notices. 
On a quarterly basis, completes market surveys for competitive properties to ensure proper
pricing, lease terms and specials are keeping current with market conditions. 
Ensures compliance with city, state, federal and local laws and is current on all Fair Housing
rules.