Assistant Property Manager

Retirement Housing Foundation•Poway, CA

23d

About The Position

The Assistant Property Manager supports the Property Manager with daily operations at Los Arcos, an 80-unit senior residential community in Poway, California. The role includes resident services, administrative duties, financial activities, and regulatory compliance. The successful candidate is compassionate, professional, organized, detail-oriented, and able to manage multiple priorities while providing excellent service to residents. The Assistant Property Manager handles resident and visitor communications, maintains files and application information, supports maintenance work orders and vendor coordination, and assists with resident relations and community communications. The role also supports annual recertifications, LIHTC documentation, audits and inspections, fair housing compliance, rent collection, payment records, delinquencies, and account discrepancy resolution. The position collaborates with staff at both communities and performs other duties as assigned.

Requirements

Minimum of 2 years of office or administrative experience.
Proficiency in Microsoft Word and Excel.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Excellent verbal and written communication skills.
Strong customer service and problem-solving skills, with the ability to work effectively with a diverse population.
Ability to work independently while collaborating effectively with residents, staff, vendors, and other stakeholders.

Nice To Haves

Property management experience.
Experience with affordable housing programs, particularly LIHTC/Tax Credit.
Familiarity with OneSite/RealPage.

Responsibilities

Answer incoming calls, assist residents and visitors, and relay messages to the Property Manager or Maintenance team.
Manage correspondence with residents, staff, vendors, city officials, and other partners.
Maintain accurate resident and property files and update resident information in OneSite.
Assist with applicant waiting lists, schedule interviews, and update application statuses.
Process and track maintenance work orders in OneSite and follow up with residents as needed.
Coordinate vendor appointments and obtain bids or proposals for services.
Monitor office supplies and notify the Property Manager when replenishment is needed.
Respond to resident questions and concerns with patience, professionalism, and empathy.
Communicate community policies, notices, and updates clearly and respectfully while supporting positive resident relationships and maintaining confidentiality.
Assist with annual resident recertifications by gathering documentation and following up with residents.
Maintain resident files and documentation in accordance with LIHTC program requirements, applicable regulations, and RHF policies.
Help prepare compliance documentation and reports for audits and inspections.
Support the Property Manager in maintaining compliance with fair housing requirements and applicable policies.
Assist with rent collection, record payments, and issue receipts as applicable.
Track delinquencies and assist with preparing late notices.
Help identify and resolve payment or account discrepancies in coordination with the Property Manager.
Coordinate with vendors and service providers to support timely completion of maintenance and other property needs.
Communicate operational concerns and updates to the Property Manager promptly.
Collaborate with staff at both communities to support consistent and efficient daily operations.
Perform other duties as assigned.