Property Management Receptionist

Job Overview:

We are seeking a detail-oriented, friendly, and proactive Property Management Receptionist who will also assist with leasing, basic accounting, and maintenance coordination. This remote role provides front-office administrative support while also being heavily involved in leasing operations, tenant & landlord communications, and scheduling vendors. The ideal candidate will be organized, customer-focused, and able to juggle multiple responsibilities in a fast-paced environment. This role is required to work during Eastern Standard Time office hours.

Key Responsibilities:

Receptionist Duties:
- Answer phone calls, emails, and text inquiries, directing them to the appropriate department or personnel as needed.
- Review all voicemail messages and respond accordingly.
- Schedule and coordinate appointments for property showings, maintenance requests, and meetings.
- Assist with Housing paperwork and communication.
- Maintain and update tenant and vendor databases in the property management system.

Leasing Assistant Duties:
- Assist the Leasing Team with coordinating the leasing process, including responding to leads and scheduling property tours.
- Provide prospective tenants with information about available units, rental rates, lease terms, and amenities.
- Prepare leasing documents such as rental applications, lease agreements, and move-in/move-out notices.
- Follow up with prospects after property tours to answer any questions and encourage lease signings.
- Assist with processing rental applications and conducting background checks and credit screenings.
- Maintain and update property listings on external advertising platforms and the company website.
- Help facilitate lease renewals, rent increases, and move-in/move-out coordination.

Rent Collection and Financial Duties:
- Collect rent payments from tenants, ensuring timely and accurate processing of payments via check, online portal, or other methods.
- Record and track payment histories in the property management software, following up on late payments or outstanding balances.
- Issue late notices and communicate with tenants regarding overdue rent in a professional and courteous manner.
- Prepare and process invoices for additional fees (e.g., maintenance, utilities, parking, etc.).
- Assist with basic accounting functions, such as reconciling accounts and preparing financial reports related to rent collection and tenant balances.

Maintenance Coordination:
- Act as a liaison between tenants and the Maintenance Team, ensuring all maintenance requests are recorded and prioritized.
- Coordinate maintenance work orders, ensuring timely completion of routine and emergency repairs.
- Communicate with tenants regarding the status of maintenance requests and follow up to ensure satisfaction with completed work.
- Schedule regular property inspections to assess the condition of common areas and individual units.
- Maintain a log of maintenance issues and follow up on any unresolved concerns.

Qualifications:
- High school diploma or equivalent; some college coursework in business, real estate, or a related field preferred.
- Previous experience in customer service, reception, or administrative roles required; property management or leasing experience is a plus.
- Familiarity with rent collection processes and maintenance coordination is highly desirable.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook), with experience in property management software (e.g., Yardi, Buildium) a plus.
- Strong communication skills, both verbal and written, with the ability to work well with a variety of individuals, including tenants, contractors, and colleagues.
- Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Attention to detail and the ability to handle confidential tenant information with discretion.
- Ability to work independently and as part of a team in a fast-paced environment.