Property Manager

Seeking a highly organized, proactive, detail-oriented Property Manager to oversee the daily operations, leasing, tenant relations, maintenance coordination, documentation, and overall performance of a growing residential and commercial property portfolio.

This is not a basic administrative role. The Property Manager must be able to take ownership of the full property management process, communicate clearly, follow up consistently, document accurately, and make sure issues are handled from start to finish.

The portfolio currently includes approximately:

3 apartment communities with a total of approximately 135 apartments

Approximately 6 rental houses

A mini storage facility with approximately 281 units

Approximately 8 commercial properties with multiple suites in each

An office suites business with 9 monthly office suites

A new salon suites business

The owners are continuously developing, improving, and adding properties to the portfolio. The Property Manager must be able to help streamline processes, manage increasing responsibilities efficiently, maintain satisfactory occupancy, and deliver a professional tenant experience.

The ideal candidate must have hands-on U.S. property management experience, strong AppFolio experience, excellent communication skills, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities
Property Management Operations
Manage a portfolio of residential, commercial, office suite, salon suite, and storage properties on behalf of Barrister Premier Properties.

Maintain a strong understanding of each property, its lease requirements, rules, procedures, amenities, tenant base, maintenance needs, and operational expectations.

Communicate professionally and promptly with tenants, prospective tenants, vendors, maintenance personnel, janitorial teams, property owners, and upper management.

Maintain accurate property, tenant, lease, vendor, insurance, maintenance, communication, and asset records in AppFolio.

Monitor property operations daily and make sure tasks, notices, deadlines, tenant issues, work orders, renewals, move-ins, move-outs, and leasing activities are being properly handled.

Identify recurring problems, incomplete work, tenant concerns, vendor issues, occupancy issues, documentation gaps, and process failures, and take appropriate action to correct them.

Perform other property management, leasing, tenant relations, maintenance coordination, and administrative duties as assigned.

Leasing, Lead Follow-Up, and Applications
Oversee the full leasing process from incoming lead to completed move-in.

Respond to incoming leads quickly and professionally by phone, email, text, and AppFolio.

Follow up with prospective tenants consistently to answer questions, provide property information, schedule showings, and move qualified prospects through the leasing process.

Guide prospects through the application process and make sure applications are completed properly.

Process rental applications, including credit checks, background checks, income verification, rental history review, identity verification, and any other required screening steps.

Communicate application status and next steps professionally with applicants.

Draft leases and related documents in AppFolio and send them for signature.

Ensure leases, addenda, required forms, insurance requirements, move-in charges, deposits, and tenant documents are completed accurately before move-in.

Complete the tenant move-in process in AppFolio and guide the prospect/tenant through each required step.

Assist tenants who are confused about the tenant portal by helping them understand how to set up and use the portal for payments, maintenance requests, document access, and communications.

Maintain satisfactory occupancy across the portfolio by helping ensure leads are followed up with, vacancies are marketed properly, units are turned quickly, and qualified prospects are moved through the leasing process efficiently.

Tenant Communication and Tenant Relations
Handle tenant communications professionally and promptly by phone, email, text, and AppFolio.

Respond to tenant questions, maintenance concerns, lease questions, payment portal issues, complaints, notices, and general property issues.

Take tenant complaints seriously, including issues such as noise complaints, unauthorized occupants, property rule violations, pet issues, parking concerns, access issues, maintenance concerns, or disputes between tenants.

Take swift and professional action to handle tenant issues in accordance with the lease, property rules, company policy, and applicable law.

Alert upper management to serious, escalating, unusual, or persistent tenant issues, while otherwise taking ownership of routine tenant concerns and resolving them independently.

Draft and send professional tenant notices, reminders, memos, and correspondence when appropriate.

Be comfortable using ChatGPT or similar AI tools to help quickly and professionally craft important tenant correspondence, while still reviewing all communications for accuracy, professionalism, and compliance before sending.

Maintenance Coordination and Work Orders
Coordinate maintenance requests from intake through completion, including creating, assigning, dispatching, tracking, documenting, and following up on work orders in AppFolio.

Communicate with tenants, maintenance tea ---------- mbers, vendors, janitorial providers, and management to make sure maintenance issues are handled efficiently and professionally.

Monitor open work orders and follow up until the issue is fully resolved.

Confirm completion of work when appropriate and make sure notes, photos, invoices, tenant communications, and other documentation are properly uploaded or entered in AppFolio.

Coordinate tenant access, vendor scheduling, maintenance scheduling, and follow-up communications.

Track recurring issues and alert management when there may be larger maintenance concerns, vendor performance issues, tenant-caused damages, warranty issues, or patterns requiring attention.

Property-Wide Notices, Memos, and Emergency Preparedness
Be aware of property-wide work, inspections, maintenance projects, service interruptions, scheduled repairs, pest control, filter changes, landscaping, pressure washing, parking lot work, access changes, or other events that require advance tenant notice.

Draft and send timely notices to tenants so they are properly informed before work begins.

Think proactively about upcoming weather or natural concerns, including freezes, hurricanes, heavy storms, flooding concerns, extreme heat, or other local conditions that may require tenant reminders or preparation notices.

Send reminders, instructions, and property-wide memos far enough in advance for tenants to take appropriate action.

Coordinate with management, maintenance, and vendors to ensure tenant communications are accurate and timely.

Move-Ins, Move-Outs, and Turnovers
Coordinate and oversee the full move-in and move-out process.

Manage tenant communications, scheduling, documentation, keys, access devices, access codes, inspections, maintenance, cleaning, janitorial work, and final readiness.

Completely coordinate and oversee the full turnover process, making sure management, tenants, maintenance, janitorial, vendors, and other tea ---------- mbers are scheduled, aligned, and kept updated.

Ensure turnovers are completed efficiently, accurately, and professionally so the unit or suite is ready for the next tenant as quickly as possible.

Make sure all move-out documentation is captured, including inspection reports, photos, tenant communications, maintenance notes, cleaning charges, damages, unpaid balances, missing items, returned keys, and any other documentation needed.

Assist with documenting move-out charges and security deposit accounting so deposits can be processed accurately, efficiently, and in accordance with applicable state law.

Track the status of each vacant unit or suite and provide updates to management regarding readiness, delays, required work, cleaning, marketing, leasing status, and move-in timing.

Insurance, Lease Compliance, and Documentation
Track tenant proof of insurance submissions and ensure insurance documents comply with lease requirements.

Review proof of insurance for required coverage amounts, named insureds, additional insureds or interested parties if required, policy dates, property address, and other lease-required terms.

Follow up with tenants regarding missing, expired, incomplete, or noncompliant insurance documents.

Help enforce lease terms, property rules, insurance requirements, maintenance procedures, move-in requirements, move-out procedures, and company policies.

Maintain accurate notes, documents, communications, and records in AppFolio.

Asset and Warranty Tracking
Track property assets, including keys, garage clickers, access cards, remotes, fobs, codes, equipment, appliances, and other property-specific items.

Track maintenance-related assets and major repairs, including new HVAC units, appliances, equipment installations, roof repairs, plumbing repairs, electrical work, and other significant property improvements.

Maintain warranty-related information so future maintenance requests can be handled as warranty calls when applicable.

Make sure maintenance history, warranty dates, installation details, vendor information, and related documentation are entered and organized in AppFolio or other company systems.

Collections and Tenant Portal Assistance
Monitor rent payments, delinquencies, late fees, balances, and payment issues.

Follow up with tenants regarding past-due balances in a professional manner and in accordance with company policy.

Assist tenants who are having trouble setting up or using the AppFolio tenant portal.

Guide tenants through using the portal to make payments, submit maintenance requests, access documents, and communicate with management.

The Property Manager will not be responsible for paying vendors or processing vendor payments, but may need to review information, confirm work completion, or provide documentation related to completed work.

Reporting and KPIs
Prepare reports, updates, task lists, occupancy updates, work order updates, leasing updates, renewal updates, delinquency updates, and property status summaries for management.

Track and report on key performance indicators, including:

Accuracy and efficiency of documentation and processing

Occupancy rates

Tenant satisfaction

Lead response and follow-up

Leasing conversion and application processing

Work order follow-up and completion

Turnover timing and readiness

Insurance compliance

Timeliness and quality of tenant communication

Use reporting and task tracking to identify where processes can be improved.

Help streamline systems and procedures so the company can continue managing more properties efficiently as the portfolio grows.

Qualifications
Minimum of 2 years of U.S. property management experience.

Hands-on AppFolio experience is required.

Strong understanding of U.S. property management processes, including leasing, renewals, applications, credit and background checks, income verification, move-ins, move-outs, maintenance coordination, tenant communication, rent collection, notices, and documentation.

Experience overseeing the leasing process from lead follow-up through signed lease and completed move-in.

Excellent verbal and written English communication skills.

Strong customer service, problem-solving, and conflict resolution skills.

Ability to communicate professionally with tenants, prospects, owners, vendors, maintenance personnel, janitorial staff, and management.

Experience coordinating maintenance requests, vendor scheduling, tenant access, and work order follow-up through completion.

Highly organized with strong attention to detail.

Ability to track multiple tasks, deadlines, properties, tenants, vendors, work orders, applications, documents, and communications at the same time.

Ability to work independently with minimal supervision while keeping management properly updated.

Strong follow-through, accountability, and ownership of assigned responsibilities.

Comfortable using AppFolio, Microsoft Office, Google Workspace, email, calendars, spreadsheets, and task management systems.

Comfortable using ChatGPT or similar AI tools to help draft professional tenant correspondence, notices, memos, and internal updates.

Experience working night shift or U.S. business hours is required.

BPO or Virtual Assistant experience supporting U.S. clients is an advantage.

Preferred Qualifications
Experience handling residential and commercial property management.

Experience with office suites, salon suites, storage facilities, apartment communities, rental houses, and commercial suites.

Experience handling lease administration, tenant relations, rent collections, renewals, notices, move-ins, move-outs, and security deposit processing.

Experience reviewing tenant insurance documents for compliance with lease requirements.

Experience managing property turnovers and coordinating multiple parties to complete units or suites quickly and correctly.

Experience with credit checks, background checks, income verification, application processing, lease drafting, and move-in completion in AppFolio.

Ability to identify missing documentation, incomplete work orders, vendor follow-up needs, warranty opportunities, compliance issues, and tenant satisfaction concerns.

Ability to help improve systems, streamline processes, and manage a growing property portfolio.

Ideal Candidate
The right candidate is organized, accountable, proactive, and capable of managing a large number of details without constant supervision.

They do not wait for someone else to notice a problem. They follow up, document, communicate, and confirm that the task is actually complete.

This person must be comfortable managing tenants, prospects, applications, leases, maintenance issues, complaints, turnovers, notices, insurance compliance, work orders, and occupancy goals.

They must understand that poor follow-up, missing documentation, incomplete work orders, delayed tenant responses, disorganized turnovers, and weak leasing follow-up create serious problems for the company, property owners, and tenants.

The ideal candidate takes pride in preventing those problems before they happen and is motivated by accuracy, efficiency, strong occupancy, and tenant satisfaction.