1. Administrative Support

• Calendar and Schedule Management : Organizing appointments, property showings, inspections, and meetings for executives and property managers.
• Email and Communication Management : Screening and responding to emails on behalf of the executive, managing communication between tenants, contractors, and vendors.
• Document Preparation : Preparing leases, contracts, tenant agreements, and other property-related documents.
• Meeting Coordination : Organizing and preparing agendas for management meetings, board meetings, and client interactions.
• File Organization : Managing both physical and digital files, ensuring all property records, leases, contracts, and correspondence are properly archived.
  

2. Tenant and Client Relations

• Tenant Communication : Acting as the point of contact for tenant inquiries and issues, relaying concerns to property managers or resolving smaller issues directly.
• Lease Management : Assisting in preparing, reviewing, and renewing tenant leases, coordinating with tenants on move-in/move-out logistics.
• Customer Service Ensuring a smooth relationship with tenants by addressing complaints, maintenance requests, or other property-related issues promptly.

3. Financial Oversight and Reporting

• Invoicing and Rent Collection : Assisting in tracking rent payments, generating invoices, and following up on late payments.
• Expense Tracking : Monitoring property expenses, such as maintenance and repair costs, and ensuring they align with the budget.
• Financial Reporting Assisting in preparing financial reports, rent roll, profit/loss statements, and analyzing property performance metrics for executive review.
• Budget Management Supporting executives with budgeting for property maintenance, repairs, and capital improvements.

4. Operations and Property Management Support

• Vendor and Contractor Coordination : Communicating with and scheduling contractors, cleaning services, and maintenance teams for property repairs and upgrades.
• Maintenance Requests :  Managing maintenance requests from tenants, dispatching appropriate vendors, and ensuring timely resolution.
• Property Inspections Scheduling and preparing for property inspections, ensuring that properties are compliant with regulations and safety standards.
  
• Vendor Management Overseeing vendor contracts and negotiating better terms for services like landscaping, security, or cleaning.

5. Marketing and Leasing Support

• Property Listings : Assisting with creating and posting property listings on online platforms, updating rental availability, and managing marketing materials.
• Leasing Coordination : Managing communications with potential tenants, scheduling property tours, and assisting with lease signings.
• Tenant Screening Supporting the tenant application process by coordinating background checks, credit checks, and rental history verifications.

6. Project and Event Management

• Renovation and Improvement Projects : Assisting with planning and overseeing renovation or improvement projects, coordinating contractors, and tracking project timelines.
• Property Launch Events : Organizing property tours, open houses, or promotional events to attract tenants or clients to new developments or properties.

7. HR and Team Coordination

• Team Communication : Acting as a liaison between executives, property managers, and staff, ensuring smooth communication and coordination across teams.
• Staff Onboarding : Assisting with hiring, onboarding, and training new staff, particularly property managers or maintenance personnel.
• Employee Scheduling : Managing schedules for property managers, maintenance teams, and other staff to ensure smooth property operations.

8. Compliance and Legal Support

• Legal Document Management : Organizing and maintaining all necessary legal documentation, including property titles, tenant agreements, and compliance forms.
• Compliance Monitoring : Assisting with ensuring properties comply with local regulations, landlord-tenant laws, health and safety codes, and other legal requirements.
• Insurance Management : Assisting with the renewal and tracking of property insurance, reviewing coverage, and maintaining records for claims.

9. Technology and Systems Management

• Property Management Software : Assisting with the use and management of property management systems like Buildium, AppFolio, or Yardi for rent collection, tenant management, and maintenance tracking.
• Data Entry and Reporting : Maintaining accurate property records, updating tenant databases, and generating reports on property occupancy, financial performance, and lease expirations.
• CRM Management : Keeping track of client, tenant, and vendor data in a customer relationship management system.