Assistant Property Manager - Administrator

Job Summary

Scout Property Management is seeking a highly organized and detail\-oriented Assistant Property Manager \- Administrator to support our growing residential property management portfolio.

This role is a central administrative hub of our operations, supporting our Broker, Director of Property Management, Finance team, Maintenance coordination, and Property Managers. The ideal candidate thrives in a structured, systems\-driven environment and enjoys balancing multiple priorities while maintaining accuracy and professionalism.

We are looking for a proactive team player who enjoys problem solving, improving processes, and helping a fast\-moving team stay organized and efficient.

Key Responsibilities

Administrative \& Systems Support

• Maintain data integrity across our internal property management systems (AppFolio, PropertyMeld, RentCheck and Aptly)
• Help to coordinate vendors and repairs for turnover tenancies
• Help to communicate with HOAs, Owners, Tenants and Vendors for specific tasks
• Track lease expirations and assist with renewal workflows
• Document processes to support consistent team adoption of best practices
• Assist in drafting letters, notices, and system\-wide communications to owners and tenants
• Draft or update internal policies and procedures

Broker \& Leadership Support

• Assist the Broker/Owners with administrative tasks and special projects
• Help track legal or compliance matters that require Broker involvement

Leasing \& Property Operations

• Program showing systems and manage lockbox inventory (Tenant Turner)
• Post rental listings and ensure marketing syndication feeds are functioning correctly
• Obtain and organize signed contracts and documentation from owners and tenants
• Help to answer incoming emails and questions regarding showings and application statuses

Finance \& Accounting Coordination

• Assist with accounting coordination for HOA matters when needed
• Help track move\-outs to ensure proper timing of security deposit accounting
• Assist with tracking repair invoices and bids related to tenant move\-outs

Maintenance \& Vendor Coordination

• Support maintenance coordination with documentation and reporting

Team Coordination

This role supports multiple departments simultaneously, and communication between team members is essential. The Assistant Property Manager ensures important updates are communicated across departments so that operations remain aligned.

Examples include:

• Tracking property turnovers and updating accounting and property managers
• Monitoring security deposit timelines and post\-turn repair accounting
• Coordinating rent increases and notifying tenants about payment updates in their portal

Experience

• Proven experience in property management or real estate administrative roles, with familiarity using AppFolio and/or Property Meld (or similar software suites such as RentVine, Buildium, Yardi, OneSite, or similar property management softwar).
• Strong understanding of LIHTC (Low\-Income Housing Tax Credit) programs, Section 8 housing policies, Fair Housing regulations, and landlord\-tenant law.
• Prior legal administrative experience related to contracts, lease agreements, or housing compliance is highly desirable.
• Demonstrated customer service excellence with effective phone etiquette and conflict resolution abilities.
• Experience managing property maintenance requests through our CMMS (Computerized Maintenance Management System) Property Meld.
• Office experience involving data entry, filing systems, contract management, and administrative support functions.
• California Real Estate License preferred but not mandatory.
• Join us if you're energized by helping communities thrive! We value proactive problem\-solvers who excel in fast\-paced environments while maintaining professionalism. This role is perfect for individuals passionate about real estate administration who want to grow their career in a supportive team dedicated to excellence in property management.

Pay: $21\.00 \- $23\.00 per hour

Benefits:

• Paid time off
• Retirement plan

Work Location: Hybrid remote in Temecula, CA 92590