Property Management Associate

Job Overview

Abby’s House is seeking a talented, passionate, and highly motivated individual to embrace the role of Property Management Associate. The Property Management Associate provides critical operational support to the Housing Department by managing key functions related to leasing, occupancy, compliance, and tenant documentation. This position is responsible for processing tenant applications, executing leases, facilitating move-in/move-out logistics, managing recertification timelines, and maintaining accurate and audit-ready resident files. The role requires strong attention to detail, regulatory knowledge, and collaboration with other members of the Abby’s House team.

Essential Duties & Responsibilities

In alignment with organizational leadership, strategic organizational priorities, and approved policies and guidelines, the responsibilities of the position include, but are not limited to the following:

Leasing and Occupancy

• Conduct eligibility screenings and income verifications for all applicants, including LIHTC, MRVP, and other subsidized housing programs
• Ensure all application documents are complete and in compliance with applicable regulations before approval
• Prepare and execute leases and lease renewals in collaboration with housing leadership
• Maintain accurate waitlists and update applicant statuses in accordance with funder and program requirements
• Track lease start and end dates, ensuring timely lease renewals and document collection
• Prepare welcome packets, lease signing appointments, and coordinate with internal departments for move-in readiness
• Ensure distribution and collection of keys, fobs, and other access materials
• For move-outs, coordinate file closure and archiving of housing file
• Prepare and submit monthly leasing and waitlist reports, including move-ins, move-outs and applicant status to Director of Housing

Rent Collection

• Generate and distribute monthly rent statements to residents by the 1st of each month
• Post all payments received into the property management system (currently Boston Post/MRI)
• Issue payment receipts to residents once rent payments have been processed
• Maintain rent roll accurately each month and flag any discrepancies in the rent roll for the Housing Director to reconcile with Finance
• Coordinate with Housing Stabilization Coordinator for residents in need of support/assistance with on-time rent payments and arrears management
• Issue late notices/reminders to residents between the 5th and 10th of day of each month

Coordination of Annual Review Process

• Manage and track all annual and interim recertification deadlines in compliance with subsidy rules
• Issue required notices (120, 90, 60, and 30-day notices) per compliance calendar
• Collect all required documents and follow up with residents regarding their individual recertification process as needed
• Prepare complete recertification packets for review and approval by Director of Housing
• Ensure accurate entry of recertification data in property management software
• Ensure timely notification is made to Housing Director, Women’s Services, Executive Director and other stakeholders of overdue items or other barriers to completion of recertification

Compliance and File Maintenance

• Maintain detailed and audit-ready tenant files both digitally and in hard copy
• Ensure compliance with LIHTC, MRVP, and other funder documentation standards
• Support preparation for internal and external file audits
• Monitor and ensure compliance with document retention and file organization standards
• With support from the Director of Housing, conduct and log quarterly file audits to ensure documentation is complete and audit ready
• Communicate emerging compliance concerns or documentation trends to housing/organization leadership

Qualifications

• Associates degree or equivalent experience in business administration, leasing, or other related field/experience
• 2+ years of experience in a property management role, preferably in affordable housing
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Commitment to equity, resident-centered service, and housing stability

Abby’s House is committed to growing its understanding of and practice around Diversity, Equity, and Inclusion in all the organization’s activities, programs, practices, and services. Staff are an integral part of this evolving practice. We also are a Trauma Informed organization and as such, Abby’s House encourages applicants with lived experience who are well-grounded in their own recovery and who have ample capacity for reflective thinking and learning.