Property Management Support Specialist
Intermountain Centers•Tucson, AZ
•Onsite
About The Position
The Property Management Support Specialist provides administrative, financial, and operational support to property management. The role ensures accurate, timely, and complete processing of tenant and subsidy rent payments, bills and invoices, bank deposit records, and tenant documentation. It supports accurate tenant ledgers, organized property records, reliable transaction documentation, efficient daily operations, customer service, internal controls, audit readiness, and compliance with organizational procedures. The position works closely with property management staff, Finance, tenants, rental assistance providers, vendors, and other internal teams. It is an in-person, on-site position.
Requirements
- High school diploma or equivalent.
- One 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 age of 18.
- Valid Arizona DPS Level I fingerprint clearance card, maintained throughout employment.
- CPR, First Aid, and AED certification if required, maintained throughout employment.
- Initial current negative TB test result if required; the employer provides it.
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
- Receive, review, enter, and post tenant rent payments in AppFolio or the designated property management system.
- Process rental subsidy payments from HOM, Inc., Section 8 programs, Project H.O.M.E., the City of Tucson, SAAF Action Fund, and other rental assistance providers.
- Apply rent and subsidy payments to the correct tenant ledger by the end of the business day on which they are received.
- Verify payer, tenant, property, amount, and payment information; resolve or escalate discrepancies before posting.
- Provide receipts to tenants who submit payments in person and maintain supporting documentation for payment entries.
- Support the high-volume monthly rent cycle, particularly during the first week of each month.
- Process and document payments received by mail, in person, or through approved payment channels.
- Scan and record checks using bank scanning equipment once it is installed and operational; upload deposit receipts to the designated shared-drive folder for the appropriate property.
- Reconcile scanned checks and deposit documentation to recorded transactions, and report exceptions or missing information promptly.
- Enter and review bills, invoices, and vendor documents received by mail or through AppFolio Smart Entry.
- Verify vendor, property, invoice amount, coding, approval support, and other required information; process invoices promptly after priority rent-processing responsibilities are completed.
- Identify and report duplicate invoices, missing documentation, coding concerns, and other discrepancies; maintain organized electronic invoice records.
- Scan, index, upload, and maintain returned mail, certified-mail proof of delivery, tenant correspondence, and other tenant documentation.
- File documents in the appropriate electronic and physical tenant records maintained at the Dodge/MHRI office, ensuring they are associated with the correct tenant and property and are readily retrievable.
- Maintain confidentiality and security of tenant, vendor, and financial information in accordance with organizational policies.
- Follow established cash-handling, bank deposit, transaction-entry, approval, documentation, system-access, and record-retention procedures.
- Maintain accurate, complete, audit-ready records and provide documentation promptly for internal and external audit, monitoring, and compliance requests.
- Communicate processing delays, unresolved discrepancies, system issues, and internal control concerns to the supervisor.
- Provide courteous and professional assistance to tenants, vendors, rental assistance providers, and internal staff.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
