Assistant Property Manager

Mary Lee Foundation • Austin, TX

11d • $0 - $20

About The Position

The Assistant Property Manager supports the community manager in all aspects of property management and helps ensure the effective operation of the apartment community. The position maintains accurate property records, leases available units, supports tenant retention, and assumes a leadership role when the HUD Property Manager is unavailable.

The role combines office administration and customer service with affordable housing file maintenance, certification and recertification support, waitlist management, move-in and move-out processing, rent collection, deposits, delinquency tracking, and legal proceedings. It also coordinates property inspections, maintenance work orders, unit turns, marketing, and vendor services.

The Assistant Property Manager provides case management and referrals for residents in supportive housing, documents resident stability and service outcomes, and supports compliance with community service, self-sufficiency, lease, and House Rules requirements. The position may also assist other Mary Lee Foundation communities and perform other duties as deemed necessary by a supervisor.

Requirements

• At least 1 year of experience in property management, resident services, or service coordination.
• At least 1 year of experience working directly with individuals with disabilities or a special needs population.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, and comfort using standard office equipment.
• Hands-on experience using property management software systems.
• Exceptional customer service and interpersonal skills, with the ability to build collaborative relationships with residents, staff, co-workers, and vendors.
• Ability to work effectively with supervisors and cross-functional teams.
• Strong critical-thinking, problem-solving, and organizational skills, with efficient time management.
• Diplomacy and tact in resolving conflicts and handling delicate resident and personnel situations while maintaining professional firmness.
• Excellent communication skills, including the ability to organize meetings, coordinate activities, and prepare concise narrative or statistical reports.
• Valid Texas driver's license, clean driving record, and valid proof of auto insurance.

Responsibilities

• Respond courteously and professionally to residents, staff, and the public to resolve questions, concerns, and complaints.
• Manage maintenance office receptionist functions, including answering phones, greeting guests, typing, copying, sorting mail, and tracking office supplies.
• Create and distribute community notices, flyers, and calendar updates; maintain the community bulletin board.
• Help ensure the property presents an aesthetically pleasing appearance in accordance with property management standards.
• Maintain accurate, organized, and current affordable housing resident folders, lease files, and dead files.
• Manage income certifications and annual recertifications, including distributing and logging 120-day, 90-day, and 60-day notices.
• Enter applicant data into OneSite, manage the waitlist, and send acceptance or denial letters within the required five-day timeframe.
• Review lease files before move-in, conduct resident orientations about lease terms and House Rules, and coordinate renewals and move-outs.
• Collect rents, security deposits, and other charges; accurately document and post payments in the system.
• Deposit rental and other income into the bank within 24 hours of collection or within mandatory timeframes.
• Maintain rent rolls and delinquency reports; prepare and deliver late charges, delinquency notices, and Notices to Vacate.
• Conduct collection, utility cut-off, and eviction proceedings in a timely manner; represent the foundation at court proceedings and informal hearings when the Property Manager is absent.
• Conduct housekeeping, initial, quarterly, and move-in/move-out inspections; perform daily property walks with the Property Manager to identify maintenance needs.
• Create, track, open, and close maintenance work orders in OneSite; document damages and maintain property-walk logs.
• Prepare and show vacant units to prospective residents using marketing tools; monitor vacant units to ensure make-ready, safety, and cleaning processes are completed efficiently.
• Schedule pest control appointments and coordinate other outside vendor services for treated units.
• Provide one-on-one case management to residents facing challenges in supportive housing to reduce barriers and maintain housing stability.
• Build relationships with government agencies, medical entities, and social services to refer residents for income, medical, transportation, housekeeping, and nutrition assistance.
• Gather data, track resident stability metrics, prepare monthly reports for supervisors, and maintain the resident services book documenting collaborations and results.
• Assume full Property Manager responsibilities and authority when the manager is unavailable.
• Assist other Mary Lee Foundation communities as needed with general operations and Supportive Services Programs.
• Monitor resident compliance with Community Service and Self-Sufficiency requirements and counsel residents about lease and House Rules violations.
• Perform other duties as deemed necessary by the supervisor.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed