Property Management Support Specialist

Intermountain Centers•Tucson, AZ

1d•Onsite

About The Position

The Property Management Support Specialist is responsible for providing administrative, financial, and operational support to the property management function, ensuring accurate, timely, and complete processing of tenant and subsidy rent payments, bills and invoices, bank deposit records, and tenant documentation. This position plays a key role in maintaining accurate tenant ledgers, organized property records, reliable supporting documentation, and efficient day-to-day property operations. The Property Management Support Specialist works closely with property management staff, Finance, tenants, rental assistance providers, vendors, and other internal teams to support transaction processing, document management, customer service, internal controls, audit readiness, and compliance with organizational procedures. This is an in-person, on-site position.

Requirements

High school diploma or equivalent.
One (1) year of administrative, accounting support, bookkeeping, property management, or high-volume data-entry experience.
Experience processing detailed financial or tenant-related information with a high degree of accuracy.
Proficiency in Microsoft Outlook, Excel, and Word.
Ability to work on-site during required training and high-volume processing periods.
Minimum 18 years of age.
Valid AZ DPS Level I fingerprint clearance card (must maintain valid card throughout employment).
CPR, First Aid, AED certification, if required (must maintain throughout employment).
Initial current negative TB test result, if required (Employer provides).

Nice To Haves

Experience with AppFolio or comparable property management software.
Experience in affordable housing, rental assistance, or property management.
Familiarity with tenant ledgers, subsidy payments, accounts payable, bank deposits, and electronic document management.

Responsibilities

Processes and posts tenant and subsidy rent payments.
Provides tenant payment receipts.
Enters and reviews bills and invoices.
Scans checks and maintains bank deposit documentation.
Scans, indexes, and files tenant records.
Supports transaction accuracy, record retention, and audit readiness.
Communicates discrepancies, delays, or control concerns to the supervisor.
Receives, reviews, and accurately enters all tenant rent payments into AppFolio or the designated property management system.
Processes and posts rental subsidy payments received from HOM, Inc., Section 8 programs, Project H.O.M.E., the City of Tucson, SAAF Action Fund, and other rental assistance providers.
Applies all rent and subsidy payments to the correct tenant ledger by the end of the business day on which they are received.
Verifies payer, tenant, property, amount, and payment information and resolves or escalates discrepancies before posting.
Provides payment receipts to tenants who submit payments in person.
Supports the high-volume monthly rent cycle, particularly during the first week of each month.
Maintains accurate supporting documentation for all rent and subsidy entries.
Processes and documents payments received by mail, in person, or through approved payment channels.
Scans and records checks using bank scanning equipment once the equipment is installed and operational.
Uploads bank deposit receipts to the designated shared-drive folder for the appropriate property.
Maintains complete documentation supporting deposits and recorded payment transactions.
Reconciles scanned checks and deposit documentation to recorded transactions and promptly reports exceptions or missing information.
Enters and reviews bills, invoices, and vendor documents received by mail or through AppFolio Smart Entry.
Verifies vendor, property, invoice amount, coding, approval support, and other required information for completeness and accuracy.
Processes invoices promptly after priority rent-processing responsibilities have been completed.
Identifies and reports duplicate invoices, missing documentation, coding concerns, or other discrepancies.
Maintains organized electronic invoice records to support payment processing, research, retention, and audit requests.
Scans, indexes, uploads, and maintains returned mail, certified-mail proof of delivery, tenant correspondence, and other tenant documentation.
Files documents in the appropriate electronic and physical tenant records maintained at the Dodge/MHRI office.
Ensures documents are associated with the correct tenant and property and are readily retrievable.
Maintains confidentiality and security of tenant, vendor, and financial information in accordance with organizational policies.
Follows established cash-handling, bank deposit, transaction-entry, approval, documentation, system-access, and record-retention procedures.
Maintains accurate, complete, and audit-ready records for assigned transactions and documents.
Supports internal and external audit, monitoring, and compliance requests by providing requested documentation promptly.
Communicates processing delays, unresolved discrepancies, system issues, or internal control concerns to the supervisor.
Provides courteous and professional assistance to tenants, vendors, rental assistance providers, and internal staff.
Performs other related duties as assigned.