About the Role

We are seeking a highly organized and proactive Property Management & Administrative Assistant to support the day-to-day operations of a residential property management company.

This position requires someone who already understands property management workflows, Buildium, rent collection, tenant ledgers, leasing documentation, and tenant communication. The adecuado candidate is detail-oriented, comfortable handling financial and tenant information, and able to independently manage follow-ups and deadlines.

The role combines Buildium administration, rent collection, leasing, tenant communication, recordkeeping, and general administrative support.

Key Responsibilities

Buildium & Property Management Administration

- Maintain accurate tenant, lease, property, unit, vacancy, and occupancy information in Buildium.
- Review tenant ledgers and identify discrepancies in charges, credits, balances, payments, or other transactions.
- Verify rent amounts and lease terms against executed agreements and update records as needed.
- Upload and organize leases, notices, applications, tenant documents, and property records.
- Assist with security deposit records and account categorization.
- Perform regular audits to ensure Buildium records match leases and internal records.

Rent Collection & Delinquency Follow-Up

- Monitor rent payments, outstanding balances, and delinquent accounts.
- Prepare daily and monthly rent collection reports and maintain collection trackers.
- Contact tenants regarding outstanding balances, payment status, and payment arrangements.
- Document collection activity and tenant communications.




- Reconcile tenant payments against collection and deposit records and identify discrepancies.
- Track 3-Day Notices and other collection-related notices.
- Escalate unpaid accounts according to management procedures and update accounts as payments are received or accounts move to the next collection or eviction step.

Leasing & Renewals

- Prepare residential lease agreements, renewals, extensions, addenda, and other leasing documents using approved templates.
- Update lease terms, rental amounts, deposits, concessions, utilities, and move-in dates as instructed.
- Calculate prorated rent when necessary.
- Track upcoming lease expirations and coordinate renewal documentation.
- Send leases and renewal agreements for review and signature and maintain organized records of executed documents.
- Prepare move-in documentation and tenant welcome communications.

Tenant Communication & Move-Ins

- Respond professionally to routine tenant questions by email, text, or property management software.
- Send rent reminders, balance notifications, renewal communications, move-in instructions, and management announcements.
- Assist with rental applications, applicant follow-up, and required documentation.




- Coordinate approved applicants through the lease-signing and move-in process.
- Confirm required move-in funds are received before key release and maintain move-in/move-out records.
- Communicate maintenance requests to the appropriate team member and track follow-up.
- Escalate urgent, sensitive, legal, or unusual tenant matters to management.

Administrative & Clerical Support

- Draft professional emails, letters, notices, and internal communications.
- Maintain accurate digital records, Google Drive folders, spreadsheets, trackers, reports, and checklists.
- Assist with document preparation, data entry, and routine administrative tasks.
- Maintain calendars, deadlines, renewal dates, and other important operational dates.
- Follow up with team members regarding incomplete assignments and assist with general administrative projects as assigned.

Required Qualifications

- At least 2 years of experience in U.S. residential property management.
- Strong written and verbal English communication skills.
- Hands-on experience with Buildium is required.
- Experience with rent collection, tenant ledgers, leasing, and delinquency follow-up.
- Strong understanding of property management terminology.
- Excellent attention to detail and ability to identify discrepancies.
- Comfortable working with Google Workspace and online property management systems.
- Ability to handle confidential tenant and financial information professionally.
- Strong organizational and follow-up skills, with the ability to prioritize and meet deadlines.

📌 Property Management & Administrative Assistant (Colombia)
🏢 Mpower Sourcing
📍 Colombia