Job Overview:
The Assistant Property Manager supports the onsite Property Management team by handling a variety of administrative, accounting, customer support, and data governance tasks, often performed remotely. This role enables Property Managers to focus more on direct customer interaction by managing invoice tracking, vendor coordination, work order management, and customer communications. The Assistant Property Manager also serves as a central point of contact for coordinating tasks that require collaboration across multiple teams, ensuring smooth property operations.
Roles & Responsibilities:
•Track and code invoices; follow up on vendor payments and inquiries.
•Manage vendor permits, insurance, and dispatch coordination.
•Schedule and respond to conference room and amenity reservations.
•Assist with customer move-in and move-out processes.
•Manage work orders, including generation, auditing, and follow-up.
•Schedule property inspections and preventative maintenance.
•Maintain equipment inventory and update building directories.
•Send customer renewal and alert emails, including rent payment notices.
•Review service contracts, spot-check invoices, and investigate variances.
•Search for alternative vendors and review pricing opportunities.
•Update janitorial spreadsheets and reconcile reserved spaces.
•Coordinate vendor agreements and new vendor setups.
•Handle mailbox assignments and respond to service requests.
•Support Property Manager with ad-hoc tasks and cross-team coordination.
•Training on property management software and accounting systems.
•Templates for invoice coding, variance reporting, and customer communications.
•Checklists for move-in/move-out procedures and work order management.
•Guidelines on vendor insurance and permit management.
•Standard operating procedures for inspection scheduling and maintenance tracking.
•Quality assurance standards for invoice and contract review.
•Access to property calendars, vendor databases, and reporting tools.
Qualification:
•Bachelor’s or master’s degree in operations, accounting, finance, or related field.
•0-2 years of relevant hands-on experience in property management or related administrative roles.
•Training in property management software and accounting systems is a plus.
Location: Vadodara
Shift Timings: 2PM- 11PM