Assistant Property Manager

Zohorecruit; United States; Remote; USD 52,000 - 76,000; Full time

Benefits offered by this job

100% remote

Job summary

Zohorecruit client seeks an Assistant Property Manager to provide administrative, operational, and tenant-facing support across a growing commercial real estate portfolio. The role emphasizes lease documentation, vendor coordination, reporting, and accurate property records in a remote, organized environment.

You will work with property management teams to manage leases, prepare agreements, monitor insurance records, and support accounting processes including A/R, renewals, and move-outs.

Qualifications

• Experience with commercial property management operations and leases.
• Proficient in Microsoft Excel and Word.
• Familiarity with CRM platforms and property management software.

Responsibilities

• Prepare leases, license agreements, and related documents using templates.
• Calculate rents using Excel-based models and maintain records.
• Coordinate executed leases for signatures and distribute copies to tenants.
• Manage administrative workflows through Smartsheet and Dropbox filing.
• Support accounting with documentation for AR, renewals, and invoices.
• Monitor lease expirations and renewals and maintain admin reports.
• Onboard new tenants with welcome communications and insurance requirements.
• Review monthly property management reports and identify observations for management.
• Coordinate small projects when a Property Manager is unavailable.

Skills

Excel proficiency

Word processing

HubSpot CRM

Yardi

AppFolio

Smartsheet

Dropbox

Project coordination

Strong communication

Organization & time management

Tools

Smartsheet

Dropbox

HubSpot

Yardi

AppFolio

Excel

Job description

Our client is looking for an Assistant Property Manager to provide administrative, operational, and tenant-facing support across a growing commercial real estate portfolio. Their organization is an established commercial real estate investment firm focused on acquiring, developing, and managing diverse commercial assets, with significant portfolio growth and investment activity in recent years.

This position is ideal for a highly organized, proactive professional who understands commercial property operations and can confidently manage lease documentation, tenant and vendor coordination, reporting, insurance records, and administrative workflows. The Assistant Property Manager will work closely with property and asset management teams to keep day-to-day operations organized, accurate, and moving forward.

Responsibilities

Prepare leases, license agreements, and related documentation using established templates.

Calculate rental rates and related figures using Excel-based models.

Review lease files to ensure all required documentation is complete and properly maintained.

Coordinate executed leases and agreements for signatures, distribute final copies to tenants, and maintain organized digital records.

Manage assigned administrative workflows and processes through Smartsheet.

Organize and maintain digital files in Dropbox using accurate naming and filing conventions.

Perform data entry and keep property documentation accurate and up to date.

Support accounting processes by organizing documentation related to accounts receivable, collections, leases, renewals, move-outs, invoices, and other property records.

Assist with financial reviews of prospective tenants.

Monitor lease expiration dates and renewals and maintain accurate lease administration reports.

Coordinate onboarding documentation for approved new tenants, including welcome communications, surveys, and Certificate of Insurance requirements.

Maintain professional communication with tenants and assist with property-related questions, repair needs, and outstanding accounts receivable.

Review monthly property management reports and provide detailed observations to management.

Maintain and update reports related to leases in progress, vacancies, maintenance, and opportunity costs.

Coordinate small projects or field-related assignments when a Property Manager is unavailable.

Handle documentation related to Termination of Notices of Commencement (NOCs).

Monitor expiration dates for tenant and vendor Certificates of Insurance and request updated documentation as needed.

Verify that insurance documents meet established requirements and maintain accurate insurance records.

Establish and maintain effective communication with vendors.

Coordinate vendors and schedule repairs when maintenance issues arise.

Follow up on priority work orders and outstanding requirements to ensure timely completion.

Monitor vendor performance and help ensure expected service standards are consistently met.

Assist with calendar management, meeting scheduling, and other administrative responsibilities as needed.

Requirements

Minimum 2 years of experience in commercial property management or a closely related field.

Working knowledge of commercial real estate terminology, leasing processes, and property operations.

Strong Microsoft Office skills, particularly Excel and Word.

Experience working with CRM platforms such as HubSpot.

Experience with property management platforms such as Yardi, AppFolio, or comparable software.

Previous project coordination or project management experience.

Strong written and verbal communication skills.

Excellent organizational and time-management abilities.

High attention to detail when handling leases, reports, insurance documents, and property records.

Ability to prioritize multiple responsibilities and deadlines simultaneously.

Strong problem-solving skills and adaptability.

Ability to work independently and remain accountable in a remote environment.

Qualifications

The ideal candidate is proactive rather than reactive and is comfortable taking ownership of administrative and operational processes. They should be able to spot missing information, follow up without constant supervision, communicate professionally with tenants and vendors, and maintain accurate documentation across several properties and systems.

Previous exposure to commercial real estate, particularly retail, industrial, or other multi-tenant commercial assets, will be highly valuable. Candidates should also be comfortable reviewing financial and operational information rather than focusing exclusively on general administrative tasks.

Full-time position.

100% remote.

Opportunity to work with an established and growing U.S. commercial real estate organization.