Position Overview
We are a property management company seeking a detail-oriented and highly organized Operations Assistant to support our day-to-day property management functions. This role spans four core areas: data entry and file auditing, utility coordination, maintenance follow-up, and tenant-facing customer service — including incoming calls and outreach to delinquent tenants.
The right candidate takes accuracy seriously. Whether you are auditing a compliance file, entering data into our system, or following up with a utility provider, the expectation is that every task is done correctly, completely, and documented. This is a role for someone who notices the details that others miss and holds themselves to a high standard.
Key Responsibilities
Data Entry & File Auditing
This is a foundational part of the role. Accuracy and thoroughness are non-negotiable.
- Perform accurate and timely data entry across property management systems and spreadsheets
- Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information
- Ensure all files meet internal standards and any applicable regulatory or compliance requirements
- Flag discrepancies, missing documents, or non-compliant records and follow up to resolve them
- Maintain organized and up-to-date digital records for all active and inactive properties and tenants
- Perform periodic audits of existing records to ensure ongoing accuracy and completeness
Utility Coordination & Follow-Up
- Contact utility providers on behalf of the company and tenants to set up, transfer, or close accounts as needed
- Follow up on unresolved utility issues — billing discrepancies, service interruptions, account transfers, and outstanding requests
- Track the status of all open utility matters and ensure nothing is left unresolved or unaddressed
- Document all utility-related communications and update records accordingly
- Coordinate with property managers and tenants to ensure utilities are properly handled at move-in and move-out
Maintenance Coordination & Follow-Up
- Follow up on open maintenance requests to ensure they are progressing and vendors are responsive
- Communicate status updates to tenants regarding their maintenance requests in a timely and professional manner
- Coordinate with vendors, contractors, and property managers to schedule and confirm maintenance appointments
- Document maintenance activity and update work order records accurately in the system
- Escalate unresolved or urgent maintenance issues to the appropriate property manager promptly
Customer Service & Tenant Communication
- Answer incoming calls from tenants, owners, and vendors in a professional, helpful, and solution-oriented manner
- Address tenant inquiries related to leases, maintenance, utilities, and general property questions
- Conduct outreach calls to delinquent tenants regarding outstanding balances, payment arrangements, and account status
- Handle difficult conversations with professionalism and composure — de-escalate when needed and document all interactions
- Ensure all tenant communications are logged and follow-up actions are tracked and completed
- Route calls and issues to the appropriate team member when escalation is required
Required Qualifications
- Exceptional attention to detail — your work is accurate, complete, and consistent
- Demonstrated experience in data entry with a strong track record of accuracy
- Experience in an auditing, compliance, or file review capacity
- Comfortable making and receiving professional phone calls, including difficult conversations with delinquent tenants
- Highly organized with the ability to manage multiple open tasks and follow-up items simultaneously
- Strong written and verbal communication skills
- Reliable and self-directed — you follow through on tasks without needing constant oversight
- Comfortable working independently in a remote environment
Preferred Qualifications
- Prior experience in property management, real estate, or a related field
- Familiarity with property management software such as AppFolio, Buildium, Yardi, or similar
- Experience coordinating with utility providers and managing tenant account transitions
- Background in customer service or tenant-facing roles in a residential or commercial property setting
- Experience conducting collections or delinquency outreach calls
Requirements
This is a full time role
Up to $6/hr
100% Remote
