Property Management Operations Specialist

Job description

1. Tenant & Owner Relations ● Respond promptly to tenant and owner inquiries and service requests via phone, email, or in person ● Coordinate move-ins, move-outs, and lease renewals ● Mediate and resolve tenant complaints or disputes professionally ● Educate tenants on property rules, rights, and responsibilities ● Maintain regular communication with property owners on occupancy, maintenance, and financial performance; prepare and deliver monthly updates 2.
Rental Contract Administration ● Draft, review, and manage lease agreements for tenants and property owners ● Ensure rental contracts comply with legal and regulatory requirements ● Maintain accurate records of lease terms, renewal dates, and contract modifications ● Coordinate contract renewals, extensions, and terminations 3.
Documentation & Compliance ● Maintain a central database for all rental agreements, amendments, and compliance documents ● Ensure proper filing and accessibility of contracts for audits and reviews ● Monitor rental contract compliance to avoid disputes and legal challenges ● Assess risk related to non-payment, contract breaches, and eviction procedures; support audits and reporting on contract and payment compliance 4.
Cash Collection & Payment Tracking ● Oversee rental payment schedules, ensuring timely collection from tenants ● Implement and maintain efficient invoicing and payment tracking systems ● Coordinate with finance teams on deposit allocations, late fees, and reconciliation ● Handle payment discrepancies and resolve billing issues with tenants 5.
Financial Reporting & Process Optimization ● Generate regular reports on rental income, outstanding payments, and cash flow ● Analyze trends in payment delays and propose improvements to collection strategies ● Work with accounting teams to enhance automation of rent processing systems ● Optimize contract management and customer-service processes to streamline lease administration Capabilities & Skills Customer & Relationship Skills ● Communication — clear, professional, and empathetic across phone, email, and in-person ● Customer focus — comfortable managing both tenant and owner expectations simultaneously ● Problem solving & conflict mediation — able to de-escalate disputes and find workable resolutions ● Cultural competence — experience working with diverse tenant populations Administrative & Financial Skills ● Contract literacy — comfortable reading, drafting, and redlining lease agreements ● Regulatory awareness — working knowledge of housing laws, tenant rights, and lease compliance ● Financial acumen — payment tracking, reconciliation, and basic financial reporting ● Organization & attention to detail — accurate recordkeeping across contracts, renewals, and payments ● Technical proficiency — property management software, invoicing/payment platforms, and document management systems ● Time management — able to context-switch between service requests and administrative deadlines Experience & Qualifications ● 2+ years in property management, real estate, customer service, or contract administration ● Familiarity with housing laws, tenant rights, and lease/contract terms ● Experience working with diverse populations and stakeholders (tenants, owners, finance, legal) ● Prior exposure to rent collection, invoicing, or financial reconciliation processes is a plus ● Facility management background is an advantage.