Assistant Property Manager
Occidental Management, Overland Park, KS, United States
The Assistant Property Manager supports the Property Manager in overseeing daily operations, tenant relations, and administrative coordination for the assigned property. Within the first year, this role is expected to ensure that property operations run smoothly, tenant communications are consistent, and compliance requirements are reliably managed. The position requires balancing administrative accuracy, tenant engagement, and property service oversight. This individual will be a key partner of the property management team, ensuring operational consistency across all tenant spaces.
Job Responsibilities
Provide comprehensive administrative support, including phone coverage, typing reports, filing, correspondence distribution, office supply coordination, and general office operations.
Manage invoice processing: code, prepare, track, and submit invoices (including above-standard tenant bill-backs such as electrical usage, after-hours HVAC, and similar charges) for Property Manager approval and timely payment.
Administer contracts and insurance documentation: prepare and coordinate bid proposals, service contracts, and approved invoices; track, file, and maintain follow-up systems for contract/insurance certificate expirations; ensure tenant and vendor Certificates of Insurance remain current.
Oversee property maintenance systems: monitor and maintain the work order system, track tenant service requests, prepare monthly status reports, and maintain the purchase order system.
Support lease administration: assist with lease activities (including lease abstracting), coordinate tenant move-ins and move-outs (including furniture delivery/pick-up) and ensure tenant database information is accurate and up to date.
Build and maintain positive tenant and client relationships: promote tenant satisfaction, track service calls, develop and maintain tenant service programs (e.g., handbooks, newsletters, holiday gifts, park events, appreciation programs, anniversaries, and training meetings—varying by property).
Conduct and lead property inspections: perform regular inspections with janitorial, landscaping, and other service providers as directed by the Property Manager.
Monitor and oversee service contractors: participate in performance evaluation and oversight of all contracted service providers.
Assist with financial and reporting processes: support preparation of monthly and quarterly management reports, annual budget development, and other related documentation.
Maintain operational documentation: keep lease, contract, and other property management office files organized; update and maintain office procedures in the Operations Procedure Manual under manager direction.
Examples of job responsibilities are not intended to be all inclusive. Occidental Management, Inc. reserves the right to assign additional responsibilities or essential duties as needed.
Knowledge, Skills, And Abilities
Customer Service Expertise — Thorough knowledge of customer service principles, including conducting needs assessments, upholding quality standards for service delivery, actively evaluating tenant/client satisfaction, and fostering positive relationships to enhance tenant retention and experience.
Administrative and Document Management Proficiency — Strong knowledge of administrative processes required to create, update, design, and revise documents, forms, files, and records; includes maintaining organized filing systems (e.g., leases, contracts, insurance certificates) and ensuring accuracy and compliance.
Communication Skills — Excellent oral and written communication abilities to interact professionally with tenants, clients, vendors, service providers, and internal teams; includes clear correspondence, report writing, and effective information sharing.
Active Listening and Interpersonal Skills — Solid active listening capabilities combined with strong interpersonal skills to understand tenant concerns, resolve issues promptly, and build collaborative relationships with diverse stakeholders.
Analytical and Problem-Solving Abilities — Deductive reasoning skills to apply general rules/principles to specific property-related problems, identify logical solutions, and address unexpected issues efficiently.
Technical Proficiency — Intermediate proficiency in Microsoft Office 365 (including Outlook, Word, Excel, and related tools) for document creation, data tracking, reporting, and general office productivity; familiarity with property management software or systems is beneficial but not explicitly required here.
Confidentiality and Professional Integrity — Ability to handle and maintain confidential information (e.g., tenant data, financial records, leases) with discretion, sound judgment, and adherence to privacy standards.
Adaptability and Time Management — Proven ability to effectively manage shifting priorities, conflicting demands, and dynamic workloads in a fast-paced environment while maintaining focus, meeting deadlines, and prioritizing tasks appropriately.
Physical Requirements While performing the duties of this job, the employee may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly use hands to operate office machinery and regularly required to walk, talk, and hear.
Individual accommodation may not create an undue hardship or pose a direct threat to the health or safety of other individuals in the workplace.
Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Regularly required to travel outside between properties in varying weather conditions.
Education And Experience
High school diploma/GED equivalent.
Ability to maintain a valid driver’s license and insurable driving record.
Equivalent combinations of education and experience will be considered.
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Job Responsibilities
Provide comprehensive administrative support, including phone coverage, typing reports, filing, correspondence distribution, office supply coordination, and general office operations.
Manage invoice processing: code, prepare, track, and submit invoices (including above-standard tenant bill-backs such as electrical usage, after-hours HVAC, and similar charges) for Property Manager approval and timely payment.
Administer contracts and insurance documentation: prepare and coordinate bid proposals, service contracts, and approved invoices; track, file, and maintain follow-up systems for contract/insurance certificate expirations; ensure tenant and vendor Certificates of Insurance remain current.
Oversee property maintenance systems: monitor and maintain the work order system, track tenant service requests, prepare monthly status reports, and maintain the purchase order system.
Support lease administration: assist with lease activities (including lease abstracting), coordinate tenant move-ins and move-outs (including furniture delivery/pick-up) and ensure tenant database information is accurate and up to date.
Build and maintain positive tenant and client relationships: promote tenant satisfaction, track service calls, develop and maintain tenant service programs (e.g., handbooks, newsletters, holiday gifts, park events, appreciation programs, anniversaries, and training meetings—varying by property).
Conduct and lead property inspections: perform regular inspections with janitorial, landscaping, and other service providers as directed by the Property Manager.
Monitor and oversee service contractors: participate in performance evaluation and oversight of all contracted service providers.
Assist with financial and reporting processes: support preparation of monthly and quarterly management reports, annual budget development, and other related documentation.
Maintain operational documentation: keep lease, contract, and other property management office files organized; update and maintain office procedures in the Operations Procedure Manual under manager direction.
Examples of job responsibilities are not intended to be all inclusive. Occidental Management, Inc. reserves the right to assign additional responsibilities or essential duties as needed.
Knowledge, Skills, And Abilities
Customer Service Expertise — Thorough knowledge of customer service principles, including conducting needs assessments, upholding quality standards for service delivery, actively evaluating tenant/client satisfaction, and fostering positive relationships to enhance tenant retention and experience.
Administrative and Document Management Proficiency — Strong knowledge of administrative processes required to create, update, design, and revise documents, forms, files, and records; includes maintaining organized filing systems (e.g., leases, contracts, insurance certificates) and ensuring accuracy and compliance.
Communication Skills — Excellent oral and written communication abilities to interact professionally with tenants, clients, vendors, service providers, and internal teams; includes clear correspondence, report writing, and effective information sharing.
Active Listening and Interpersonal Skills — Solid active listening capabilities combined with strong interpersonal skills to understand tenant concerns, resolve issues promptly, and build collaborative relationships with diverse stakeholders.
Analytical and Problem-Solving Abilities — Deductive reasoning skills to apply general rules/principles to specific property-related problems, identify logical solutions, and address unexpected issues efficiently.
Technical Proficiency — Intermediate proficiency in Microsoft Office 365 (including Outlook, Word, Excel, and related tools) for document creation, data tracking, reporting, and general office productivity; familiarity with property management software or systems is beneficial but not explicitly required here.
Confidentiality and Professional Integrity — Ability to handle and maintain confidential information (e.g., tenant data, financial records, leases) with discretion, sound judgment, and adherence to privacy standards.
Adaptability and Time Management — Proven ability to effectively manage shifting priorities, conflicting demands, and dynamic workloads in a fast-paced environment while maintaining focus, meeting deadlines, and prioritizing tasks appropriately.
Physical Requirements While performing the duties of this job, the employee may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly use hands to operate office machinery and regularly required to walk, talk, and hear.
Individual accommodation may not create an undue hardship or pose a direct threat to the health or safety of other individuals in the workplace.
Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Regularly required to travel outside between properties in varying weather conditions.
Education And Experience
High school diploma/GED equivalent.
Ability to maintain a valid driver’s license and insurable driving record.
Equivalent combinations of education and experience will be considered.
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