Property Management Assistant – Tenant Communication

Progressive Technology; San Fernando; Hybrid; PHP 180,000 - 300,000; Full time

Benefits offered by this job

Remote or hybrid options

Structured onboarding and training

Professional development opportunities

Insurance and benefits

Job summary

Progressive Technology is seeking a highly organized Property Management Assistant – Tenant Communication to support daily property management operations and maintain positive relationships with tenants, property owners, and service providers.

The role focuses on responding to tenant inquiries, coordinating maintenance, and maintaining records, with opportunities to grow in real estate operations and customer support.

Qualifications

• High school diploma or equivalent; further education in business, real estate, or office admin is an advantage.
• Strong written and verbal communication skills.
• Professional email and telephone etiquette.
• Good organizational and time-management abilities.
• Ability to handle tenant inquiries patiently and efficiently.
• Basic computer skills: email, word processing, spreadsheets, online tools.
• Willingness to learn property management software and internal systems.
• Ability to work independently and with a team.
• Previous property management experience is beneficial but not required.

Responsibilities

• Respond to tenant inquiries via email, phone, and messaging channels in a professional manner.
• Coordinate maintenance requests with managers and providers; track progress and status.
• Maintain tenant records, logs, and sensitive information securely.
• Assist with rent/lease related tasks, notices, and renewal reminders.
• Collaborate with managers, leasing teams, and contractors to ensure smooth operations.

Skills

Strong written and verbal comms

Professional email etiquette

Telephone etiquette

Organizational skills

Time management

Tenant inquiries handling

Basic computer skills

Learn property management software

Independent yet collaborative

Education

High school diploma or equivalent

Business admin / Real estate / Office administration (advantage)

Tools

Property management software

CRM or digital work-tracking systems

Job description

1. Job Summary

Progressive Technology is seeking a highly organized, professional, and customer-focused Property Management Assistant – Tenant Communication to support daily property management operations and maintain positive relationships with tenants, property owners, and service providers. This role is ideal for individuals who enjoy communication, administration, problem-solving, and delivering excellent customer service.

The successful candidate will serve as a key point of contact for tenant inquiries, maintenance requests, lease-related questions, appointment scheduling, and general property concerns. The role involves responding to tenant messages, coordinating with property managers and maintenance teams, maintaining accurate records, and ensuring that tenant requests are handled efficiently and professionally.

The ideal candidate should possess strong written and verbal communication skills, excellent attention to detail, and the ability to manage multiple requests while maintaining a courteous and service-oriented approach. Candidates who are organized, dependable, eager to learn, and comfortable using digital communication tools are encouraged to apply.

This position offers an opportunity to develop valuable experience in property administration, tenant relations, customer support, and real estate operations.

2. Key Responsibilities

Tenant Communication and Customer Support

• Respond promptly and professionally to tenant inquiries received through email, telephone, messaging platforms, and other approved communication channels.
• Provide accurate information regarding property policies, lease procedures, rent payment instructions, maintenance processes, and general property-related questions.
• Maintain a helpful, respectful, and professional attitude when communicating with tenants.
• Follow up on unresolved tenant concerns and ensure that requests are directed to the appropriate team member.
• Assist tenants with routine questions and provide clear instructions regarding property procedures.
• Maintain positive tenant relationships through consistent communication and timely responses.

Maintenance Request Coordination

• Receive, record, categorize, and forward maintenance requests to the relevant property manager or maintenance service provider.
• Coordinate maintenance appointments between tenants, property managers, contractors, and service personnel.
• Track the progress of maintenance requests and communicate status updates to tenants.
• Escalate urgent maintenance concerns, including significant water leaks, electrical hazards, or other potential safety issues, according to established procedures.
• Maintain accurate records of reported issues, scheduled visits, completed repairs, and outstanding tasks.

Administrative and Documentation Support

• Maintain organized tenant contact information, communication logs, property records, and maintenance documentation.
• Assist with preparing tenant notices, appointment confirmations, reminders, and routine correspondence.
• Update property management software, spreadsheets, databases, and digital filing systems.
• Support the preparation and distribution of lease-related documents, renewal reminders, inspection notices, and other approved communications.
• Ensure that tenant information and property records are handled confidentially and stored appropriately.
• Assist property managers with daily administrative tasks and periodic reporting.

Rent and Lease Administration Support

• Respond to general questions about rent due dates, payment methods, and applicable administrative procedures.
• Send authorized rent reminders and payment follow-ups in accordance with company policies.
• Direct payment disputes, lease interpretation questions, and complex account matters to the appropriate property manager.
• Help track lease renewal dates, move-in and move-out schedules, property inspections, and other important deadlines.
• Assist with coordinating tenant onboarding, including welcome communications, key collection arrangements, and move-in instructions.

Coordination and Team Collaboration

• Work closely with property managers, leasing teams, maintenance personnel, and external contractors.
• Schedule appointments, inspections, property visits, and tenant meetings as required.
• Prepare daily task updates and communicate outstanding issues to the relevant team.
• Identify recurring tenant concerns and suggest practical improvements to communication procedures.
• Follow company policies, approved response templates, escalation procedures, and service standards.

3. Required Skills and Qualifications

• High school diploma or equivalent qualification; additional education in business administration, real estate, customer service, or office administration is an advantage.
• Strong written and verbal communication skills.
• Professional email-writing and telephone etiquette.
• Good organizational and time-management abilities.
• Ability to handle tenant inquiries patiently, respectfully, and efficiently.
• Basic computer skills, including email, word processing, spreadsheets, and online communication platforms.
• Ability to maintain accurate records and manage multiple administrative tasks.
• Strong attention to detail and commitment to providing reliable service.
• Ability to handle confidential tenant information responsibly.
• Willingness to learn property management software, internal systems, and company procedures.
• Ability to work independently while collaborating effectively with a team.
• Previous property management experience is beneficial but is not necessarily required for candidates who demonstrate strong communication, administration, and customer service abilities.

4. Experience

Entry-Level Candidates

• Freshers with strong communication and computer skills may be considered.
• Previous experience in customer support, reception, administration, or call center operations is helpful but not essential.
• Training may be provided on property management procedures, communication systems, tenant records, and maintenance coordination.

Experienced Candidates

• Experience in property management, real estate administration, residential leasing, tenant relations, or facilities support is preferred.
• Previous experience handling customer inquiries, coordinating service requests, maintaining records, or scheduling appointments is valuable.
• Familiarity with property management platforms, customer relationship management (CRM) systems, or ticketing tools is an advantage.
• Candidates should demonstrate professionalism, reliability, a willingness to learn, and the ability to communicate effectively with people from different backgrounds.

5. Working Hours

Working hours will depend on the employment arrangement, business requirements, and property management coverage schedule.

Employment type: Full-time or part-time, depending on the available vacancy.

Work arrangement: On-site, hybrid, or remote, where offered by the employer.

Typical schedule: Standard business hours, with possible shift-based scheduling.

Weekend availability: Occasional weekend or holiday coverage may be required depending on operational needs.

Communication coverage: The assistant may be required to monitor designated communication channels and route urgent requests according to the established escalation policy.

Flexibility: Candidates should be able to manage assigned responsibilities, meet response-time expectations, and communicate availability clearly.

The final schedule, work location, compensation, and employment terms will be confirmed during the recruitment process.

6. Knowledge, Skills, and Abilities

Communication Skills

• Ability to write clear, professional, and courteous emails and messages.
• Ability to explain routine procedures in simple, understandable language.
• Confidence in communicating with tenants, landlords, vendors, and internal teams.
• Ability to listen carefully, ask relevant questions, and document concerns accurately.

Customer Service and Problem-Solving

• Ability to remain calm and professional when dealing with complaints or difficult conversations.
• Skill in identifying the nature of a request and determining the appropriate next step.
• Ability to manage expectations, provide realistic updates, and follow through on commitments.
• Understanding of when to resolve an issue independently and when to escape it.

Administrative and Technical Skills

• Proficiency in basic office applications, email, calendars, spreadsheets, and online document management.
• Ability to learn property management software and digital work-tracking systems.
• Strong record-keeping, scheduling, and task-prioritization skills.
• Ability to maintain organized digital files and accurate communication histories.

Professional Abilities

• Dependability, punctuality, integrity, and accountability.
• Ability to manage competing priorities without compromising accuracy.
• Respect for privacy, confidentiality, and professional boundaries.
• Adaptability when procedures, schedules, or tenant requirements change.
• A proactive approach to follow-ups, problem prevention, and continuous improvement.

7. Benefits

• Competitive compensation based on experience, qualifications, work location, and responsibilities.
• Structured onboarding and training in property administration and tenant communication.
• Opportunities to develop customer service, coordination, and administrative skills.
• Potential remote or hybrid working options where available.
• Opportunities for professional development and internal advancement.
• Experience working with digital communication tools and property management systems.
• A collaborative work environment that values reliability, professionalism, and teamwork.
• Opportunities to build transferable skills relevant to real estate, operations, customer success, and office administration.
• Specific benefits, paid leave, insurance, incentives, equipment provisions, and other employment terms will depend on the applicable offer and company policy.

8. Why Join Progressive Technology?

Joining Progressive Technology in the Property Management Assistant – Tenant Communication role offers an opportunity to contribute to the smooth operation of property management services while building a foundation for long-term professional growth.

The position is suited to individuals who enjoy helping people, organizing information, coordinating tasks, and resolving routine concerns. By supporting communication between tenants, property managers, and service providers, the successful candidate will help improve the tenant experience and ensure that important requests receive appropriate attention.

You will have the opportunity to strengthen your communication skills, develop practical administrative experience and become familiar with the processes and technologies used in property operations.

Whether you are beginning your career or bringing previous customer service or real estate experience, this role can help you develop skills applicable to positions such as Property Administrator, Tenant Relations Coordinator, Leasing Assistant, Property Management Coordinator, and Property Operations Specialist.

Progressive Technology seeks individuals who demonstrate professionalism, initiative, accountability, and a genuine commitment to providing dependable support.