Job Overview:

Are you an experienced residential property management professional with hands-on expertise in Buildium or similar management platforms?

Our client is seeking a proactive, detail-oriented Property Management Operations Assistant to drive seamless daily operations across a dynamic property portfolio. In this pivotal role, you will take full ownership of the day-to-day task queue—managing tenant relations, coordinating maintenance, overseeing vendor follow-ups, and executing key administrative workflows with precision. Working closely with the Owner, Senior Operations Manager, and Compliance Manager, you’ll ensure every operational task is accurately documented and completed on time. We are looking for an action-oriented candidate who thrives on taking end-to-end task ownership and maintaining exceptional organization without needing constant supervision. If you have a proven track record in residential operations and excel at keeping complex workflows running smoothly, we want to hear from you!

Client Overview:

Our client is a property management and real estate investment firm focused on efficient property operations, quality tenant service, and structured compliance management.

Schedule:

Full-time Monday - Friday, Wisconsin, CST, with 1 hour unpaid/paid break (40 work hours per week)

Responsibilities:

Daily Operations and Tenant Service

• Monitor assigned Outlook mailboxes, Buildium tasks and messages, work orders, and communications routed from TRU’s AI receptionist.
• Respond to routine inquiries using approved policies, document meaningful communications, and route issues to the appropriate person.
• Handle routine tenant questions regarding maintenance, notices, property access, and service status.
• Communicate documented information clearly and professionally without making unauthorized promises or commitments.
• Escalate tenant disputes, exception requests, and matters requiring management approval.
• Maintain an active task tracker that includes:
  • Property and unit details
  • Task description and priority
  • Assigned owner and due date
  • Last contact or update
  • Required approvals
  • Next action and follow-up date
• Follow up on outstanding tasks through resolution rather than waiting for reminders.
• Provide clear written handoffs to ensure continuity of coverage and prevent tasks from being missed.

Maintenance and Vendor Coordination

• Create and review work orders, gathering relevant descriptions, photos, tenant availability, and maintenance history.
• Use approved triage questions before dispatching vendors and identify urgent concerns in accordance with TRU’s escalation procedures.
• Request vendor quotes, compare scope and completeness, and obtain required owner or management approvals before proceeding.
• Coordinate maintenance appointments, property access, and authorized work instructions.
• Track vendor delays, communicate status updates, and proactively follow up on outstanding work.
• Verify completion through tenant or vendor confirmation, photos, invoices, and required inspection evidence.
• Reopen incomplete work orders and flag recurring issues or temporary repairs that fail to address the approved scope.
• Maintain accurate vendor records, including contact information, business documentation, estimates, warranties, receipts, and approval records.
• File vendor invoices as supporting work-order documentation and direct billing or payment matters to the authorized accounting contact.

Inspections, Notices, and Compliance Support

• Support the Compliance Manager with tenant notices, access scheduling, tenant and vendor communications, and repair documentation for DNS and housing inspections.
• Provide timely status updates and supporting evidence so the Compliance Manager can manage inspector coordination, approvals, compliance deadlines, and case closure.
• Recognize that the Compliance Manager directly coordinates DNS vendors when tenant communication is not required.
• Prepare authorized notices using approved templates and coordinate delivery through authorized staff.
• Maintain accurate service records and supporting documentation for notices and compliance-related matters.
• Assemble lease documents, notices, correspondence, and other records for management or legal counsel when enforcement or eviction action has been authorized.
• Follow established procedures and escalate matters requiring legal, compliance, or management decisions rather than acting beyond the role’s authority.

Administrative and Documentation Management

• Keep property records, task trackers, work orders, vendor files, and correspondence accurate and up to date.
• Ensure key communications, approvals, estimates, invoices, and completion evidence are filed in the appropriate systems.
• Monitor deadlines and pending approvals, identifying delays or missing information before they affect operations.
• Maintain organized records that allow management to review task status, outstanding issues, and completed work.
• Handle confidential tenant, property, vendor, and business information professionally and securely.

Follow-Through and Operational Accountability

• Take ownership of assigned tasks from initial request through documented resolution.
• Identify stalled tasks, approval bottlenecks, incomplete information, and unresolved maintenance issues.
• Present management with clear status updates, outstanding decisions, and recommended next steps.
• Communicate promptly when deadlines are at risk or when management intervention is required.
• Maintain consistent availability during agreed coverage hours and ensure reliable handoffs when tasks remain open.
• Support continuous improvement by identifying opportunities to improve task tracking, communication, and operational workflows.

Requirements:

• Demonstrated experience in administrative support, operations coordination, property support, or a similar role.
• Strong written and verbal English communication skills.
• Consistent availability during agreed working and coverage hours.
• Excellent organizational skills and attention to detail.
• Accurate data entry and documentation skills.
• Ability to independently manage competing priorities, deadlines, and follow-ups.
• Strong ownership and problem-solving skills, with the ability to move tasks forward without repeated reminders.
• Comfortable using Microsoft Outlook, calendars, spreadsheets, task trackers, and other digital work systems.
• Ability to communicate professionally with tenants, vendors, property owners, and internal team members.
• Ability to handle confidential information responsibly.
• Willingness to follow established procedures, respect approval limits, and escalate issues appropriately.

Qualifications:

• Previous experience in residential property management.
• Hands-on experience using Buildium or similar property management software.
• Experience coordinating maintenance requests, work orders, vendors, and repair appointments.
• Experience providing tenant support and managing service-related inquiries.
• Experience coordinating property inspections, access arrangements, notices, or compliance documentation.
• Familiarity with vendor quotes, invoice documentation, approval workflows, and maintenance records.
• Experience managing multiple properties or a high-volume operational task queue.
• Experience supporting property owners or senior operations managers in a remote work environment.

Candidate Assessment Focus:

During the interview, candidates should be asked to provide specific examples demonstrating their ability to:

• Close a stalled task: Explain how they identified the blocker, followed up with the relevant parties, and brought the task to resolution.
• Manage an approval delay: Describe how they handled a pending owner or management decision while keeping stakeholders informed and work properly documented.
• Write a clear tenant or vendor follow-up: Demonstrate professional communication that explains the current status, outstanding action, responsible party, and next steps.

Recruiters should also confirm each candidate’s actual work availability, relevant property management experience, and hands-on familiarity with Buildium or comparable software.

Ideal Candidate Profile:

Our client is looking for an ideal candidate who is dependable, organized, proactive, and comfortable taking ownership of daily property management operations. They do not simply complete individual tasks; they track outstanding items, follow up consistently, document decisions, and ensure issues continue moving toward resolution.

They know when to act independently, when approval is required, and when to escalate. Most importantly, they provide the Owner and Senior Operations Manager with confidence that operational details are being managed reliably without constant supervision.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.