Assistant Property Manager

Our client is looking for a proactive and highly organized Property Management Assistant to support the day-to-day management of residential properties and help ensure residents and property owners receive a high level of service. This role will focus primarily on maintenance coordination, rent arrears, and property visits, while supporting Property Managers with communication, follow-ups, documentation, and administrative tasks. The ideal candidate takes ownership of their responsibilities, communicates confidently and empathetically, and proactively follows up to keep tasks moving forward.

Responsibilities

• Maintenance Coordination
• Review and respond promptly to maintenance requests and reports.
• Assess the urgency of maintenance issues and identify potential risks.
• Raise and manage work orders and coordinate with contractors.
• Obtain quotations when required and follow up on outstanding works.
• Keep residents and property owners appropriately updated throughout the maintenance process.
• Review contractor reports, photographs, and recommendations.
• Monitor ongoing maintenance and ensure jobs are completed within expected timeframes.
• Identify recurring maintenance issues and flag potential underlying problems.
• Escalate urgent concerns such as leaks, heating or hot water issues, damp and mould, and safety risks.
• Confirm completed works and identify any required follow-up actions.
• Look for opportunities to prevent recurring issues and protect the condition of the property.

2. Rent Arrears

• Monitor rent payments and identify missed or late payments promptly.
• Contact residents regarding outstanding balances in a professional and respectful manner.
• Understand the reason for missed payments and document relevant information.
• Agree on and record payment commitments where appropriate.
• Follow up on promised payment dates and outstanding balances.
• Maintain accurate notes of all conversations, commitments, and actions taken.
• Keep Property Managers informed of relevant arrears situations.
• Coordinate with the Accounts team and relevant insurance providers when required.
• Escalate persistent or increasing arrears according to established procedures.
• Identify potential payment issues early and take proactive steps to prevent arrears from increasing.

3. Property Visits

• Coordinate property visits with residents, property owners, contractors, and other relevant parties.
• Arrange and confirm appointments and ensure contractors are booked as required.
• Follow up with contractors to confirm visits have been completed.
• Monitor outstanding property visit reports and ensure they are received.
• Review completed reports and communicate relevant updates to the Property Manager.
• Identify and elevate maintenance, safety, or property condition concerns discovered during the process.

4. Communication & Administrative Support

• Communicate clearly, professionally, and empathetically with residents, property owners, contractors, and internal teams.
• Provide proactive updates rather than waiting for residents or owners to follow up.
• Set realistic expectations and ensure commitments are followed through.
• Maintain accurate and up-to-date records and system notes.
• Support Property Managers with administrative and coordination tasks.
• Manage multiple priorities while ensuring urgent issues are addressed appropriately.
• Work collaboratively with the wider property management team.

Requirements

• Previous experience in property management, residential lettings, property administration, or a similar customer-focused environment preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Confident communicating with residents, property owners, contractors, and internal teams.
• Strong follow-up skills and the ability to proactively chase outstanding tasks.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable handling difficult conversations and resolving issues professionally.
• Strong attention to detail and accurate record-keeping.
• Ability to identify risks, ask questions, and elevate issues appropriately.
• Proactive, reliable, and solution-oriented approach.
• Strong sense of ownership and accountability.
• Kind, empathetic, and respectful communication style.
• Ability to work independently while collaborating effectively with a wider team.

Qualifications

• Experience with property management software or CRM systems is a plus.

Success in This Role

Success will be measured by the ability to:

• Keep maintenance requests and work orders moving forward with minimal delays.
• Proactively communicate with residents and property owners.
• Identify and follow up on rent arrears promptly.
• Ensure payment commitments and follow-ups are completed.
• Coordinate property visits efficiently and maintain accurate records.
• Identify risks and elevate urgent matters appropriately.
• Keep systems and documentation accurate and up to date.
• Build positive relationships with residents, property owners, contractors, and internal teams.
• Take ownership. Think ahead. Keep things moving.
• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

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