Assistant Property Manager

The Assistant Property Manager (APM) — Centralized Leasing supports leasing operations across multiple communities by delivering a consistent, resident-first experience from first inquiry through move-in and renewal. This role is responsible for centralized leasing administration, lead management support, application processing, and documentation accuracy within AppFolio.

The APM partners closely with Property Managers and onsite teams to drive occupancy,

improve conversion, and ensure compliance with company standards, Fair Housing regulations, and Pollard Properties’ Mission and Core Values.

Reports To

Property Manager (with dotted-line coordination to Centralized Leasing / Regional Support, if applicable)

Primary ResponsibilitiesCentralized Leasing & Lead Support

● Support leasing workflow from inquiry to move-in across assigned communities.

● Assist with lead follow-up, appointment coordination, and application conversion support.

● Ensure timely response to inquiries (phone, email, internet leads) in alignment with

company standards.

● Maintain CRM/leasing pipeline accuracy within AppFolio.

Leasing Administration

● Process applications, coordinate screening, and prepare lease documents.

● Ensure complete and compliant move-in files, including required documentation and

disclosures.

● Maintain strict adherence to Fair Housing and company leasing policies.

Renewals & Retention

● Support renewal process including outreach, documentation, and tracking.

● Assist with retention initiatives and resident communication campaigns.

● Monitor renewal pipeline and follow up to reduce vacancy loss.

Resident Experience & Communications

● Provide timely, professional communication to residents and prospects.

● Support service recovery by tracking issues and coordinating with onsite teams.

● Assist with community messaging, notices, and resident engagement efforts.

Financial & Administrative Support

● Support accounts receivable processes as assigned (rent posting, notices,

documentation).

● Assist with invoice processing, purchase orders, and expense tracking.

● Maintain accurate records and ensure audit-ready files in AppFolio.

Operational Support

● Collaborate with Property Managers and Maintenance teams to ensure smooth move-ins and turnovers.

● Support standardization of processes across communities.

● Participate in occasional resident events or leasing initiatives (may include evenings).

KPI / Performance Expectations

● Lead response time and follow-up consistency

● Application-to-approval conversion rate

● Occupancy and days-to-fill support

● Renewal conversion and retention support

● Accuracy and timeliness of AppFolio data/documentation

● Resident satisfaction and responsiveness

● Compliance and audit readiness of files

Schedule

Typically Monday–Friday, 8:00 AM – 5:00 PM

Some flexibility required based on leasing activity and business needs

QualificationsRequired

● Strong customer service and communication skills

● High integrity, attention to detail, and organizational ability

● Ability to manage multiple priorities across communities

● Comfort with technology; ability to learn property management systems (AppFolio

preferred)

● Valid driver’s license and ability to travel between properties as needed

Preferred

● 1+ year experience in property management, leasing, hospitality, or administrative

support

● Experience in centralized leasing, call center, or multi-site support environment

● Familiarity with Fair Housing regulations

Compensation Notes

Eligible for performance-based bonus tied to leasing, occupancy, and operational KPIs

(quarterly), along with additional incentives as defined by the company.

EEO / ADA Statement

Pollard Properties is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable law.

Pollard Properties complies with the Americans with Disabilities Act (ADA) and provides

reasonable accommodations to qualified individuals with disabilities. If you need an

accommodation to apply or participate in the interview process, please let us know.

Physical Demands

● Regularly required to sit, stand, walk, and use hands/fingers to operate office equipment

● Ability to occasionally lift and/or move up to 25 lbs

Work Environment

● Combination of office, remote/centralized leasing support, and on-site community

interaction

● High volume of communication (phone, email, system-based)

Disclaimer

This job description is not an employment agreement. Duties, responsibilities, and activities may change at any time with or without notice.