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.