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Associa Logo Associa · Real Estate

Assistant Property Manager

United States, Richardson · Job Posted March 26, 2026
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Job Description

The Assistant Property Manager supports the effective operation and management of a portfolio of 18 small office buildings across 9 states. This role assists local onsite managers with administrative, operational, and tenant‑service responsibilities to ensure each property is maintained to ownership standards. The Assistant Property Manager reports directly to the Vice President of Development & Facilities.

Job Responsibility

  • Conduct scheduled remote and periodic onsite inspections to verify building conditions, cleanliness, safety, and curb appeal
  • document findings and follow through to resolution
  • Maintain and update building profiles (age, systems, warranties, service histories, critical equipment logs)
  • Ensure adherence to preventative maintenance (PM) schedules for MEP systems, roofs, life-safety systems, elevators, and common areas
  • Source, onboard, and coordinate third-party vendors (janitorial, landscaping, HVAC, fire/life safety, elevator, security, waste)
  • Assist in the RFP process—scope creation, bid comparison, recommendations, and contract execution
  • Verify certificates of insurance and compliance prior to vendor engagement
  • Triage maintenance requests and dispatch appropriate vendors
  • prioritize urgent issues and communicate ETAs/status to onsite staff and tenants
  • Obtain quotes for repairs, review proposals for scope completeness, and coordinate approvals
  • Maintain accurate records of completed work, warranties, and repeat issue tracking
  • Support onsite managers with small capital projects, tenant improvements, and common area upgrades
  • Prepare project trackers, schedules, and status updates
  • monitor timelines, milestones, and vendor deliverables
  • Assist with punch lists, close-out documents, and warranty handoffs
  • Help ensure compliance with local/state codes, fire/life safety, accessibility standards, and environmental requirements across all jurisdictions
  • Coordinate required inspections, testing, and certifications (e.g., PCAs, fire extinguishers, sprinklers, elevators)
  • Support incident reporting, root cause analysis, and corrective action plans
  • maintain safety logs and MSDS where needed
  • Assist in emergency preparedness planning and drills with onsite teams
  • Support onsite managers with tenant onboarding, move-ins/outs, rule enforcement, and communications
  • Monitor and improve tenant satisfaction via response time, communication quality, and resolution tracking
  • Assist with tenant lease-related issues such as notices, maintenance responsibilities, rent issues, etc
  • Assist with operating and capital budget inputs (quotes, scope definitions, vendor rates, timelines)
  • Review and process invoices
  • verify accuracy against contracts and work completion
  • Maintain weekly/monthly dashboards for work orders, inspections, compliance calendars, and project progress
  • Consolidate portfolio-wide insights to identify trends, recurring issues, and opportunities for standardization
  • Provide status reports to senior property management and participate in portfolio review meetings
  • Travel periodically to priority buildings for projects and inspections (approximately 6 site visits per year)
  • Assist with the preparation of annual budgets, monthly financial reports, and variance analysis
  • Process accounts payable and receivable, ensuring timely and accurate entries
  • Maintain lease files and assist with abstracting lease terms

Requirements

  • Bachelor’s degree in Business, Real Estate, or related field preferred
  • Familiarity with building systems (HVAC, electrical, plumbing), janitorial standards, and life-safety basics
  • 2+ years of experience in property management or commercial real estate
  • Strong organizational and multitasking skills with attention to detail
  • Excellent communication and interpersonal skills
  • Proficiency in property management software (e.g., Yardi, ProLease) and Microsoft Office Suite. Specifically Excel
  • Ability to travel occasionally to remote properties
  • Valid driver’s license
  • Ability to walk properties, access mechanical spaces, and occasionally lift up to 25–30 lbs
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