Property Management Operations Specialist

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

1. 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

1. 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

1. 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

1. 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

Requirements

• 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.