Assistant Property Manager

ROLE OVERVIEW

The Assistant Property Manager (APM) is the operational backbone that supports the Property Manager and the Asset Management division. This role ensures smooth administrative operations, accurate financial processing, consistent vendor performance, and well-maintained databases across all properties.

The APM embodies TLR’s ACE Values — Accountability, Community, Excellence by taking full ownership of the administrative processes that keep properties running efficiently and ensuring timely, high-quality execution of all back-end tasks.

This role is structured as the primary developmental pathway toward becoming a Property Manager or advancing into a Special Team in the future.

CORE RESPONSIBILITIES

A. Accounts Payable Management (ALL Properties)
•     Process vendor invoices across the assigned portfolio.
•     Confirm work completion and obtain PM approval when needed.
•     Apply accurate GL coding for all expenses.
•     Upload invoices into the accounting system (Yardi/Notion).
•     Track invoice approval status and ensure timely payment.
•     Reconcile vendor statements to prevent past-due issues.
•     Coordinate with Accounting to resolve discrepancies.
•     Maintain an AP tracker for Asset Manager review.

B. Vendor Management
•     Maintain updated vendor lists, contact info, and compliance documentation.•     Track and renew expired COIs, W-9s, licenses, and insurance documents.
•     Communicate with vendors regarding scheduling, service status, and documentation needs.
•     Assist in obtaining competitive bids and prepare side-by-side comparisons.
•     Maintain a quarterly vendor performance rating matrix.
•     Support PM and Asset Manager in onboarding new vendors.

C. Database & File Management
•     Maintain up-to-date digital files for all assigned properties.
•     Update tenant contact lists, directories, and emergency contact sheets.
•     Organize leases, amendments, COIs, notices, move-in/move-out files, and photos.
•     Update rent roll data (as instructed by PM/AM).
•     Maintain trackers: work orders, tenant issues, delinquencies, AP logs, CapEx logs.
•     Ensure strict adherence to TLR’s file structure and naming protocols.

D. Operational & Inspection Support
•     Assist PM during property inspections (photos, notes, follow-up tasks).
•     Create and track work orders based on PM inspection findings.
•     Follow up with vendors until issues are resolved and closed.
•     Help prepare monthly property management reports (data, photos, logs).
•     Support scheduling of preventive maintenance, repairs, and specialty services.

E. Tenant & Owner Support
•     Provide administrative support in tenant communication when needed.
•     Maintain tenant communication logs and update PM/AM as needed.
•     Distribute notices and reminders (renewal, compliance, maintenance updates).
•     Assist with move-in/move-out documentation and preparation.