Property Management Executive Assistant

We manage homes for owners across Abilene and the surrounding areas, and the day-to-day only works when one person is on top of every moving piece. That's this role. You'll be the human glue of our property management operation, coordinating make-readies, wrangling vendors, scheduling showings, running tenant move-ins and move-outs, and keeping our software clean and current.

This is not a sit-at-a-desk-and-wait job. You'll be on the phone, in the system, and out in the field. Things break, tenants call, contractors no-show, and a great Coordinator absorbs that chaos and keeps it from ever reaching the owner. If you're the person friends call when something needs to get handled, keep reading.

• Build punch lists for make-ready turns and coordinate contractors for repairs and cleaning
• Schedule, track, and follow up on work orders (with manager approval) until they're actually done
• Collect and enter invoices, route bills for payment, scan and upload documentation

• Handle initial inquiry calls and pre-qualifying conversations; send prospects the application link
• Schedule and coordinate showings
• Send, run, and track applications; draft leases and route them for review and e-signature
• Coordinate move-in repairs and readiness
• Enter tenant info into App Folio, upload leases and forms, update listing status in NTREIS
• Send move-out letters and coordinate the move-out process

• Check the drop slot for rent and invoices, enter payments into App Folio
• Send template late-payment texts to tenants and follow up
• Keep App Folio audited, accurate, and current - owner statements depend on it

• Track lease expiration dates and prep extension/renewal forms for signature
• Coordinate property inspections and file reports and photos

This role lives or dies on a specific kind of person. We're screening hard for:

• Relentlessly responsive:
  You return calls and texts fast. A tenant or vendor never wonders if you got the message.
• Organized:
  You live by checklists and systems. Nothing falls through the cracks because you don't let it.
• Emotionally Steady:
  Angry tenant, flaky contractor, stressed owner, you stay calm, kind, and solution-focused.
• Self-driven:
  You don't wait to be told what's next. You see what needs doing and do it.
• Detail-obsessed:
  Dates, dollar amounts, signatures, addresses, you catch the errors before they become problems.
• Comfortable in the field and on the phone:
  You're not glued to a chair; you'll be out at properties and working the phones.

• Texas real estate license (or willingness to pursue one - required for showing rentals, with compensation discussed)
• Experience with App Folio, NTREIS, or other property management software
• Prior property management, transaction coordination, or real estate admin experience
• Familiarity with Abilene and the surrounding area

This is a fast-paced, in-person role with real ownership. Some days are calm; turnover season is not. We need someone whose life is set up to support a job that occasionally runs long and rarely runs boring. We'd rather you know that going in than find out in month two.

DETAILS

• Location:
  
  In-person, Office at 4417 S 3rd St, Abilene, TX
• Schedule:
  
  Part-time (25-30 hours/week)
• Reports directly to:
  Property Manager
• Must have own form of transportation

Homefinders Realty is an equal opportunity employer.