Property Management Assistant

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client

Our client is a leading independent insurance agency with over 50 years of experience, specializing in high-net-worth individuals, families, and businesses. The firm provides bespoke insurance, estate planning, and wealth transfer solutions, working closely with clients' advisors to safeguard legacies and optimize financial outcomes. Their offerings include life insurance, long-term care, executive benefits, and business continuity strategies. They are recognized for their collaborative approach, deep industry expertise, and commitment to delivering tailored solutions that meet the complex needs of affluent clients and business leaders.

About the Role

We are seeking a highly organized, empathetic, and professional Property Management Assistant to join our dynamic real estate team. As the first point of contact for our tenants, you will be responsible for addressing all inquiries, managing administrative processes, and ensuring a positive tenant experience. The ideal candidate is a proactive problem-solver with direct experience in property management and expert-level proficiency in AppFolio.

Work hours:  Monday to Thursday, 8 AM to 5 PM PT; Friday, 8:30 AM to 3 PM PT (Pacific Timezone)

Work set-up: Remote

What You'll Do

• Tenant Relations: Serve as the primary point of contact for all tenant inquiries via phone and email, addressing issues (including complaints and urgent matters) with empathy, professionalism, and a strong focus on timely resolution.

• Maintenance Coordination: Receive, log, and manage all tenant work orders and maintenance requests within the AppFolio system. Coordinate with maintenance staff and vendors to ensure requests are completed, and provide status updates to tenants.

• Lease Administration: Manage all aspects of the lease lifecycle, including preparing new lease agreements, processing renewals, and managing lease documentation through DocuSign.

• Administrative Support: Perform daily property management administrative tasks, such as maintaining accurate tenant records, processing payments, updating lease ledgers, and issuing building notices.

• Process Management: Support the tenant move-in and move-out process, including coordinating inspections and managing documentation.

What You Bring

• Experience: A minimum of 2-3 years of experience in an administrative or tenant-facing role, specifically within the real estate property management industry.

• Non-Negotiable: Proven, hands-on experience using AppFolio property management software is required. Candidates must be able to manage work orders, payments, and leases within the system.

• Technical Skills: Proficient in Microsoft Outlook, Slack, and digital signature platforms (e.g., DocuSign).

• Communication: Exceptional customer service and interpersonal skills, with the ability to handle difficult conversations with upset tenants calmly and professionally.

• Knowledge: Strong understanding of property management operations and basic knowledge of landlord-tenant legalities.

• Work Ethic: A proactive, problem-solving mindset with excellent organizational skills, a high level of attention to detail, and strong follow-through.

• Timezone: Must be able to work full-time during Pacific Time (PT) business hours.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.