Assistant Property Manager

MalaceHR; Pittsburgh (Allegheny County); On-site; USD 42,000 - 62,000; Full time

Job summary

MalaceHR is seeking an Assistant Property Manager to support daily operations of a commercial property portfolio, assist in tenant relations, and help ensure buildings meet safety and company standards. This role offers growth opportunities within property management and requires detail orientation and service focus.

You will collaborate with the Property Manager on budgeting, vendor coordination, and reporting, while maintaining accurate records and ensuring timely responses to tenant needs in

Qualifications

• Prior experience in commercial property management, facilities coordination, or a related administrative role preferred.
• Strong organizational skills with attention to detail.
• Ability to communicate professionally with tenants, vendors, and internal teams.
• Basic understanding of budgets, invoices, and expense tracking.
• Familiarity with property management software (e.g., Yardi) or willingness to learn.
• Positive attitude, strong work ethic, and eagerness to grow in the property management field.
• Associate or Bachelor’s degree preferred, or equivalent relevant experience.

Responsibilities

• Operational Support: Assist the Property Manager with day-to-day property operations, including responding to tenant requests and coordinating work orders with building engineers and service providers.
• Tenant Relations: Serve as a point of contact for tenants, helping address questions, service requests, and concerns in a timely and professional manner to support tenant satisfaction and retention.
• Site Support & Inspections: Participate in property site visits and routine inspections to help ensure buildings are well maintained, safe, and aligned with company standards.
• Financial Assistance: Support budget tracking, invoice processing, and expense monitoring. Assist with data gathering for annual budgets, forecasts, and variance reports as directed by the Property Manager.
• Vendor Coordination: Assist with managing vendor relationships, including obtaining proposals, coordinating services, and confirming work completion.
• Administrative & Reporting Support: Help maintain accurate records, reports, and documentation related to property operations, tenant information, contracts, and compliance requirements.
• Policy & Compliance Support: Assist in ensuring properties follow operational policies and safety procedures, including life safety and NFPA standards, and report any issues to the Property Manager.

Skills

Organizational skills

Professional communication

Attention to detail

Growth mindset

Education

Associate or Bachelor’s degree preferred

Tools

Yardi

Job description

As the Assistant Property Manager, you will support the daily operations of our Property Management portfolio, assisting in the oversight of office and office/medical properties. You will work closely with the Property Manager to help ensure tenant satisfaction, smooth building operations, and adherence to company standards. This role is ideal for someone who is detail-oriented, service-focused, and looking to grow within property management.

Key Responsibilities:

Operational Support:
Assist the Property Manager with day-to-day property operations, including responding to tenant requests and coordinating work orders with building engineers and service providers.

Tenant Relations:
Serve as a point of contact for tenants, helping address questions, service requests, and concerns in a timely and professional manner to support tenant satisfaction and retention.

Site Support & Inspections:
Participate in property site visits and routine inspections to help ensure buildings are well maintained, safe, and aligned with company standards.

Financial Assistance:
Support budget tracking, invoice processing, and expense monitoring. Assist with data gathering for annual budgets, forecasts, and variance reports as directed by the Property Manager.

Vendor Coordination:
Assist with managing vendor relationships, including obtaining proposals, coordinating services, and confirming work completion.

Administrative & Reporting Support:
Help maintain accurate records, reports, and documentation related to property operations, tenant information, contracts, and compliance requirements.

Policy & Compliance Support:
Assist in ensuring properties follow operational policies and safety procedures, including life safety and NFPA standards, and report any issues to the Property Manager.

Qualifications & Experience:

• Prior experience in commercial property management, facilities coordination, or a related administrative role preferred.

• Strong organizational skills with attention to detail.

• Ability to communicate professionally with tenants, vendors, and internal teams.

• Basic understanding of budgets, invoices, and expense tracking.

• Familiarity with property management software (e.g., Yardi) or willingness to learn.

• Positive attitude, strong work ethic, and eagerness to grow in the property management field.

• Associate or Bachelorâs degree preferred, or equivalent relevant experience.