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

2. 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

3. 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

4. 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

5. 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.