Crm Careers in ocala ∙ Page 1

Description

Job Summary/Overview

The Assistant Property Manager supports the Senior Property Manager in overseeing the daily operations and tenant relations of an assigned property or portfolio. This includes leasing, rent collection, maintenance coordination, financial tracking, and administrative support. The role ensures properties are clean and move-in ready, tenant requests are addressed promptly, and accurate records are maintained, all while providing exceptional customer service and adhering to company standards and applicable laws.

Essential Duties and Responsibilities

The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in different areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Tenant Relations & Leasing:

• Greet prospective clients, show available properties, and perform leasing activities with a positive customer service approach.
• Respond promptly to rental inquiries, update availability listings (internal and external), and maintain accurate property files.
• Maintains awareness of local market conditions and trends and contributes ideas to management for the marketing community and improving resident satisfaction
• Conduct interviews and qualify potential lessees; ensure applicants meet association requirements.
• Prepare, process, and distribute executed lease agreements, disclosures, and related documentation.
• Collect and process rent, deposits, and applicable fees; issue notices for late payments or lease violations.
• Track lease renewals, terminations, and expirations; process lease terminations and coordinate advertising of vacancies with management.
• Inspects all properties before authorizing release of security deposits

Property Oversight:

• Conduct and assist with regular inspections of vacant properties, move-ins, and move-outs.
• Ensure rental units are clean, well-maintained, and move-in ready, and maintenance issues are addressed promptly
• Follow up on return of deposits; inspect properties before authorizing deposit releases.
• Coordinate maintenance requests, contractor scheduling, and service follow-up to ensure timely completion.
• Provide owners with guidance on their responsibilities to both the company and tenants; assist in establishing and adjusting rental rates per management direction.

Administration & Reporting:

• Maintain organized electronic and manual filing systems for leases, reports, invoices, and property documentation.
• Prepare management agreements, reports, and sales comparison data for staff.
• Monitor CRM systems, update records, and run required reports.
• Ensure compliance with Fair Housing, ADA, FCRA, and other applicable laws.
• Provide administrative support, including correspondence, data entry, phone coverage, and office coordination.
• Serve as a point of contact for emergencies or urgent operational issues.

Professional Standards:

• Adhere to company and OTOW standards.
• Promote teamwork and maintain a professional demeanor toward residents, visitors, vendors, and coworkers.
• Support a safe working environment through accident prevention and adherence to safety procedures

Qualifications (Education, Experience, Technical Skills)

Education and Experience:

• High School Diploma or equivalent required, Associate’s Degree preferred
• 2+ years of experience in property and real estate management required
• 2+ years of customer service and customer recovery experience preferred
• 1+ years of administrative experience preferred
• Active Florida Real Estate license required or obtained within 120 days of employment

Skills and Knowledge:

• Strong verbal and written communication skills in English.
• Proficient in Microsoft Office and internet research; property management software experience preferred.
• Knowledge of leasing practices, resident retention, and applicable housing laws.
• Highly organized with strong attention to detail; able to prioritize and manage multiple tasks in a fast-paced environment.
• Ability to work independently and collaboratively; strong problem-solving and interpersonal skills.
• Strong problem-solving and interpersonal skills; able to remain professional in challenging situations.
• Excellent organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor with a problem-solving and customer-focused approach.

Personal Attributes:

• Strong interpersonal skills
• Honesty and integrity
• Self-starter and reliable
• Inquisitive, detail-oriented
• Team player
• Commitment to diversity, equity, and inclusion

Qualifications

Certifications:  Active Florida Real Estate license required or must be obtained within 120 days of employment

A valid Florida Driver’s License with an acceptable driving history is required.