Assistant Property Manager

Assistant Property Manager Job Description 

The Assistant Property Manager supports the National Property Manager in the overall operation of sorority chapter houses, including administrative work. This role directly supervises assigned house directors and properties, ensuring high-quality housing operations, strong communication, and effective vendor and staff management. The Assistant Property Manager plays a key role in occupancy management, property upkeep, financial tracking, and customer service, while assisting the National Property Manager in delivering a safe, well-maintained, and positive living environment for members. Our ideal candidate will have experience in property management as a sorority local house corporation volunteer, house director, or apartment management team member.  

This position is remote with 50-75% travel to chapter houses. 

Essential Duties and Responsibilities: 

Management 

• Supervise assigned house directors and provide ongoing support.
• Recruit, onboard, and train house directors for assigned properties.
• Hold standing weekly calls and provide regular communication with house directors.
• Conduct performance reviews for assigned house directors.
• Coordinate and plan house director training.
• Provide support during housing-related emergencies and crisis communication situations.

House Operations 

• Oversee maintenance and repairs at assigned chapter houses.
• Assist in planning for long-term care of assigned chapter houses.
• Maintain and update service agreements with vendors.
• Ensure assigned houses are prepared for winter, summer, and holiday closings.
• Coordinate fall move-in preparations at assigned chapter houses.

• Support execution of capital renovations by coordinating with vendors and tracking project progress.
• During house director vacancies, serve as a substitute house director
• Participate in shared on-call rotation with the National Property Manager to ensure consistent after-hours coverage

Occupancy 

• Determine housing dues fees for chapters in assigned portfolio and communicate with members. 
• Prepare and distribute housing agreements through DocuSign or property management software.
• Track signed housing agreements and follow up with members and parents.
• Maintain accurate occupancy numbers and room assignments for assigned properties.
• Assist with determining house opening and closing dates.
• Communicate occupancy needs with chapter leadership and work collaboratively to fill beds.

Communication 

• Serve as the primary point of contact for housing-related questions from members, parents, and house directors at assigned properties.
• Draft and distribute housing communications (move-in guides, FAQs, seasonal notices, emergency procedures).
• Host monthly collaboration calls with assigned chapter’s leadership
• Draft site visit and meeting agendas, as assigned
• Communicate with chapter leadership (President, Vice President, and Director of Collegiate Facilities) regarding occupancy, operations, and maintenance.
• Communicate with vendors to schedule services, confirm completion, and resolve issues.
• Provide updates to the finance department regarding occupancy, invoices, and service requests.
• Assist with organizing and hosting annual move-in meetings with members and families.

• Maintain property records and documentation.
• Assist National Property Manager with administrative work for the portfolio.
• Monitor the general housing email inbox.

Financial 

• Collect and maintain vendor W-9s for portfolio.
• Submit vendor invoices for payment processing for portfolio.
• Communicate billing updates to the finance team.
• Maintain vendor and contract database for assigned properties.
• Prepare draft budgets and variance reports for review by the National Property Manager.
• Complete portfolio-level budgeting and financial planning.

Risk Management 

• Maintain safe facilities by scheduling and documenting inspections at assigned houses.
• Conduct site visits of the assigned portfolio at least quarterly.
• Assist with preparation and communication of emergency procedures.
• Support documentation and communication with insurance carriers on claims for assigned houses.

Customer Service 

• Monitor work order completion and responsiveness at assigned properties.

• Assist with resident service requests and follow-ups to ensure timely resolution.
• Provide professional, timely responses to members and parents regarding housing-related issues.

Requirements 

• High school diploma or equivalent required; college degree preferred.
• 3+ years of relevant work experience in property management, housing, or staff supervision.
• Experience in student housing or multi-site management strongly preferred.
• Proven ability to supervise and support staff across multiple sites.
• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills, with professionalism in handling student and parent inquiries.
• Proficiency with Microsoft Office, DocuSign, and property management systems.
• Must maintain a private home office with reliable internet and phone access.

Travel  

• Ability to travel 50-75% of the time  

Physical and Environmental  

• Must be able to operate a computer and navigate applications with a smart phone, computer, and or tablet.

• Position may require prolonged periods of sitting.
• Must be able to lift 25 pounds.
• Must be able to navigate stairs and inspecting properties.
• Travel required.
• Must be able to use hand and arms for repetitive movement such as movement of wrists, hands, and fingers while typing.
• Must be able to converse with colleagues via phone and computer programs.
• If working remotely must have quiet full-time office space and sufficient internet connection.