6 free assistant property manager templates, general, residential, commercial, HOA, leasing, and small-company, with the FLSA classification, lodging-credit, and Fair Housing guidance generic templates skip. Download as DOCX.
The assistant property manager is the hire that lets a property manager scale: the person who supports leasing, tenants, rent, and maintenance, and covers when the manager is out. It is also a role with three compliance traps the generic templates ignore. The classification is genuinely split between exempt and non-exempt, on-site roles bring lodging-credit rules, and the assistant is on the front line of Fair Housing every day. Getting all three right starts with the job description.
At FirstHR, we build for small businesses without HR departments, which describes most of this industry: there are hundreds of thousands of property management firms and the average one has only a handful of employees. The six templates below, a general assistant property manager plus residential, commercial, HOA, leasing-focused, and small-company versions, are ready to use, each with FLSA and Fair Housing notes built in.
An assistant property manager supports leasing, tenant relations, rent, and maintenance, and covers for the property manager. The classification is genuinely split: many are non-exempt and owed overtime, and on-site roles add lodging-credit rules. The assistant is also a front-line Fair Housing role. Assistant-specific pay runs about $48,000 to $55,000. Six templates, downloadable as DOCX.
What an Assistant Property Manager Does
An assistant property manager supports the day-to-day management of rental properties and steps in for the property manager when needed. That means supporting leasing, handling tenant requests, helping collect rent, coordinating maintenance, maintaining records, and following Fair Housing law in every interaction with applicants and tenants.
The Bureau of Labor Statistics tracks the role under property, real estate, and community association managers (SOC 11-9141), which has no separate assistant-level code, so the assistant title sits below that blended occupation. In multifamily the same role is usually called assistant community manager. In a small company the assistant does a bit of everything; in a large community the role leans toward leasing and resident relations.
Assistant Property Manager Duties and Responsibilities
Assistant property manager duties cluster into four areas: leasing and tenants, rent and records, maintenance and vendors, and compliance and service. A strong job description picks the specific responsibilities from each area that match your property type rather than listing every possible task.
Leasing and tenants
Support tours, applications, and move-ins
Handle tenant questions and requests
Support renewals and move-outs
Rent and records
Collect rent and follow up on delinquencies
Maintain lease files and property data
Support billing and basic reporting
Maintenance and vendors
Coordinate maintenance and work orders
Manage vendors and turns
Support inspections and unit readiness
Compliance and service
Follow Fair Housing law in every interaction
Keep records and screening compliant
Cover for the property manager as needed
The weighting shifts by property type: a leasing-focused role leans into tours and conversions, an HOA role into board and homeowner support, a small-company role into doing all of it. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by property type. The core structure is the same across all six, but each emphasizes the duties, software, and classification that fit a specific kind of property. Use this guide to choose the closest fit, then adjust.
Assistant PM (General)
Any property type
The universal version: leasing, tenant relations, rent, maintenance coordination, and records, with FLSA and Fair Housing notes built in. The starting point for most companies.
Residential / Multifamily
Apartment communities
Also called assistant community manager. Leasing, resident relations, and daily community operations, with the multifamily software and Fair Housing focus.
Commercial
Office, retail, industrial
For commercial properties: lease administration, CAM reconciliations, business-tenant relations, and reporting, with commercial software and lease knowledge.
HOA / Community Association
HOAs and condos
For community associations: homeowner relations, board support, violations and architectural requests, and association records.
Leasing-Focused
Occupancy and leasing
For a leasing-heavy role: tours, applications, lead follow-up, and conversions, usually hourly with leasing commission, and weekend-heavy.
Small PM Company
Owner-operated, hands-on
For a small, owner-run company where the assistant does a bit of everything. The ICP version, honest that a hands-on assistant is usually non-exempt.
Match the Template to the Property Type
Any property: the general version. An apartment community: Residential / Multifamily (also called assistant community manager). Office, retail, or industrial: Commercial. An HOA or condo: HOA / Community Association. A leasing-heavy role: Leasing-Focused. A small, owner-run firm: the Small PM Company version. When in doubt, start with the general version and adapt.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company and job summary, key responsibilities, qualifications, an FLSA note, compensation, and how to apply, with an equal opportunity and Fair Housing statement, and the property type, pay, and software carried as fill-in fields. Fill in the brackets and post.
Download All 6 Job Description Templates
General, residential, commercial, HOA, leasing-focused, and small-company. All in one DOCX.
Template 1: Assistant Property Manager (General)
The universal version: leasing, tenant relations, rent, maintenance coordination, and records, with FLSA and Fair Housing notes built in. The starting point for most companies.
Reports to: __ (Property Manager / Owner / Broker)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Confirm exempt or non-exempt by actual duties (see note below)
Pay range: $_____ to $_____ per [year / hour]
ABOUT [COMPANY NAME]
[One or two sentences about your company, the properties you manage, and the
team the assistant property manager will support. Note portfolio type and size.]
JOB SUMMARY
[Company Name] is hiring an Assistant Property Manager to support the day-to-day
management of our properties. You will help with leasing, tenant relations,
rent collection, maintenance coordination, and records, working alongside the
property manager and stepping in when they are out. A reliable, organized,
people-friendly person is ideal for this role.
KEY RESPONSIBILITIES
•Support leasing: showings, applications, and move-ins
•Handle tenant questions, requests, and communications
•Help collect rent and follow up on delinquencies
•Coordinate maintenance and vendor work orders
•Maintain lease files, records, and property data
•Support inspections, renewals, and move-outs
•Follow Fair Housing and fair-credit requirements
•Cover for the property manager as needed
REQUIRED QUALIFICATIONS
•[1-2+] years property management, leasing, or admin experience
•Strong organization, communication, and customer service
•Comfortable with property-management software [Yardi / AppFolio / Buildium]
•Knowledge of Fair Housing basics, or willingness to learn
•Real estate or property license if your state requires it
FLSA NOTE (read before posting)
Assistant property managers are split: some are salaried-exempt, many are
hourly and non-exempt. Title alone does not make the role exempt. Exempt status
requires a salary of at least $684/week PLUS an administrative or executive
duties test. If the assistant does mostly the same work as hourly staff, the
role is non-exempt and owed overtime. On-site managers who receive housing add
lodging-credit rules. This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour] [+ benefits]
To apply, send your resume to __.
[Company Name] is an equal opportunity employer and follows Fair Housing law.
Template 2: Residential / Multifamily
Also called assistant community manager. Leasing, resident relations, and daily community operations, with the multifamily software and Fair Housing focus.
For commercial properties: lease administration, CAM reconciliations, business-tenant relations, and reporting, with commercial software and lease knowledge.
FLSA status: Non-exempt (hourly) in most cases; confirm by duties
Pay range: $_____ to $_____ per [year / hour] [+ leasing commission]
JOB SUMMARY
[Company Name] is hiring a leasing-focused Assistant Property Manager to drive
leasing and occupancy at our property. You will handle tours, applications, and
move-ins, follow up with prospects, and support the property manager with
resident relations and records. A friendly, sales-minded person who loves
leasing is ideal.
KEY RESPONSIBILITIES
•Conduct tours and convert prospects to leases
•Process applications, screening, and move-ins
•Follow up on leads, traffic, and renewals
•Support marketing, listings, and curb appeal
•Maintain accurate leasing and CRM records
•Help with resident relations and retention
•Follow Fair Housing law in all leasing activity
•Support rent collection and front-office tasks
REQUIRED QUALIFICATIONS
•[1+] year leasing, sales, or customer-service experience
•Outgoing, persuasive, and goal-oriented
•Comfortable with leasing/CRM and PM software
•Strong Fair Housing awareness; NALP a plus
•Available for weekends, which are peak leasing days
FLSA NOTE (read before posting)
Leasing-focused assistant managers are usually NON-EXEMPT (hourly) and owed
overtime, often with leasing commissions or bonuses on top. Commissions must be
included correctly when calculating the overtime rate. This is general
information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour] [+ leasing commission]
To apply, send your resume to __.
[Company Name] is an equal opportunity employer and follows Fair Housing law.
Template 6: Small Property Management Company
For a small, owner-run company where the assistant does a bit of everything. The ICP version, honest that a hands-on assistant is usually non-exempt and owed overtime.
Small Property Management Company Assistant Manager Job Description
SMALL PROPERTY MANAGEMENT COMPANY ASSISTANT MANAGER JOB DESCRIPTION
Company: __ ([City, State])
Reports to: Owner / Broker
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Likely non-exempt if hands-on; confirm by actual duties
Pay range: $_____ to $_____ per [year / hour]
ABOUT US
We are a small, owner-operated property management company hiring a hands-on
Assistant Property Manager to help run our portfolio alongside the owner. This
is a do-it-all role on a small team: leasing, tenants, rent, maintenance
coordination, and records, all in one. Right for someone who likes variety and
wants to grow with a small company.
WHAT YOU WILL DO
•Help manage a mixed portfolio day to day
•Handle leasing, showings, applications, and move-ins
•Be a main point of contact for tenants
•Collect rent and follow up on late payments
•Coordinate maintenance, vendors, and turns
•Keep leases, records, and software up to date
•Follow Fair Housing law in every interaction
•Pitch in wherever the owner needs help
WHAT WE ARE LOOKING FOR
•[1-2+] years property, leasing, or admin experience
•Organized, reliable, and comfortable wearing many hats
In a small company, an assistant who does mostly the same hands-on work as
front-line staff is NON-EXEMPT and owed overtime, even on a salary and even with
the assistant manager title. Classify by actual duties. If the role includes
on-site housing, lodging-credit rules apply. This is general information, not
legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour]
To apply, send your resume to __ or call ____.
[Company Name] is an equal opportunity employer and follows Fair Housing law.
FLSA, Lodging Credit, and Fair Housing
This is the part the generic templates skip, and for an assistant property manager it is where the real risk lives: the classification is split, on-site housing brings lodging rules, and the role is front-line Fair Housing. Here is what to get right.
Exempt or non-exempt is genuinely split, so classify by duties
Assistant property managers are one of the clearest examples of a role that can be either exempt or non-exempt, and the title never decides it. Some are salaried-exempt; many are hourly and non-exempt, with job postings showing both fifteen-dollar-an-hour part-time roles and salaried positions in the forties and fifties. To be exempt, the role must be paid a salary of at least the federal threshold of $684 a week and pass a duties test, the administrative test requiring the primary duty to involve discretion and independent judgment on matters of significance, or the executive test requiring genuine management. An assistant who mostly does the same leasing, front-desk, and coordination work as hourly staff is non-exempt and owed overtime regardless of being called a manager. Classify by what the person actually does, and when in doubt treat the role as non-exempt. This is general information, not legal advice.
On-site managers who receive housing add lodging-credit rules
Property management has a wrinkle most roles do not: some assistant property managers live on-site and receive a free or discounted apartment as part of the job. When an employer counts the value of that housing toward wages, it triggers federal lodging-credit rules under the Fair Labor Standards Act, which limit how much of the lodging value can be credited and require that the lodging be for the employee's benefit and accepted voluntarily, with proper records of the actual cost. For a non-exempt on-site assistant, the housing credit also interacts with the overtime calculation. This is an area small property companies routinely get wrong, so if your role includes an on-site apartment, set up the lodging arrangement and the pay records carefully. This is general information, not legal advice.
Fair Housing compliance is part of the job, not a footnote
An assistant property manager interacts with applicants and tenants every day, which puts them on the front line of Fair Housing compliance. The federal Fair Housing Act prohibits discrimination in housing based on race, color, national origin, religion, sex, including sexual orientation and gender identity, familial status, and disability, and many states and cities add protected classes such as source of income or age. Because the assistant handles showings, applications, screening, and tenant communications, a careless comment or an inconsistent screening practice can create real liability for the company. State Fair Housing knowledge as a requirement in the posting, plan to train the new hire on it before they take applications, and keep screening criteria consistent and documented. This is general information, not legal advice.
Name the property-management software the role requires
Property management runs on specialized software, and the generic job-description templates leave it out, which is a missed filter. Most assistant property manager roles expect fluency in at least one platform such as Yardi, AppFolio, Buildium, Entrata, RealPage, or MRI for commercial, plus the leasing, accounting, and maintenance modules within them. Listing the specific software you use, and whether you will train on it, screens for candidates who can be productive quickly and signals that the role is more technical than a generic admin job. For a small company, a candidate who already knows your platform shortens the ramp considerably. Put the software in the requirements, not buried in a paragraph. This is general information, not legal advice.
Split Classification, Front-Line Fair Housing
Assistant property managers may be exempt or non-exempt; the title never decides it. Exempt status needs a salary of at least $684/week plus a duties test (DOL Fact Sheet 17C). The role is also front-line Fair Housing: the Fair Housing Act bars discrimination based on race, color, national origin, religion, sex, familial status, and disability.
For the underlying rules, the exempt versus non-exempt guide and the Fair Labor Standards Act overview explain the duties tests and overtime. The practical rule: classify by actual duties, default a hands-on assistant to non-exempt, handle lodging credit for on-site roles, and train on Fair Housing before the assistant takes applications.
Skills, Software, and Requirements
Assistant property manager requirements center on organization, customer service, and software fluency, scaled to the property type. Name the specific platform you use, since it is one of the most effective filters for this role.
Requirement
What to look for
Experience
1-2+ years property, leasing, or admin experience
Software
Fluency in Yardi, AppFolio, Buildium, Entrata, or your platform
Service
Strong communication and tenant or resident service
Compliance
Fair Housing awareness; willingness to train before applications
License
Real estate or property license where your state requires it
Classification
Confirm by duties; many assistant roles are non-exempt
Keep every requirement job-related and neutral, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Assistant Property Manager Pay
Assistant property manager pay centers in the high forties to mid fifties, with part-time and leasing roles often hourly plus commission. Anchor to the federal occupation, then adjust down for the assistant level and for your market and property type.
Assistant Level Below the $66,700 SOC Median (BLS)
The federal occupation that covers the role, property, real estate, and community association managers, had a median annual wage of $66,700 in May 2024, but that blends in senior managers and brokers. Assistant-specific pay runs lower, roughly $48,000 to $55,000 a year, with leasing roles often hourly plus commission.
The occupation is projected to grow about 4 percent through 2034, with roughly 39,000 openings a year. Leasing-focused assistant roles are commonly paid hourly with leasing commissions, which must be included correctly when calculating overtime for a non-exempt employee. Set your range using current data for your market, property type, and full or part-time status, and post a range where your state requires one.
Hiring for a Small Property Company
Property management is overwhelmingly small and local, so the typical buyer of an assistant property manager template is an owner or broker, not a corporate HR team. The adjacent roles, the property manager the assistant supports and the leasing agents they work with, share the same hiring reality. Here is what that means for the posting.
Most property management companies are tiny, so the owner or broker writes the job description
Property management is dominated by small, local firms. There are hundreds of thousands of property management businesses in the country, and the industry-average firm has only a handful of employees, with residential management making up the large majority. At that scale there is no HR department; the owner, broker, or office manager writes the job description, interviews, and onboards the new hire directly. The generic assistant property manager templates assume a mid-size company with HR, down to lines like email your application to HR. The six versions here, especially the small-company version, are written for the owner-operated firm: ready to fill in by property type, honest about the hands-on nature of the role, and built around how a small property company actually hires.
Classification, lodging credits, and Fair Housing are where small firms get exposed
Three things trip up small property companies on this hire, and none of them appear in the generic templates. First, classification: many assistant property managers are non-exempt and owed overtime, and putting a hands-on assistant on a salary with no overtime is a common misclassification. Second, on-site housing: if the assistant lives on-site, lodging-credit and overtime rules apply and are easy to get wrong. Third, Fair Housing: the assistant handles applications and screening, so they need training before they take applications. The templates here build the classification and Fair Housing language in, so a small firm starts from a compliant posting rather than a generic one that ignores all three.
Hiring the assistant is the moment to set up onboarding and compliance
An assistant property manager handles leases, tenant data, and screening from day one, so onboarding them cleanly matters for both speed and compliance. After the offer, the work is consistent: a signed offer with the correct exempt or non-exempt classification, Form I-9 and tax forms, Fair Housing and software training with documented sign-offs, and a first-week plan. FirstHR fits this for a small property company: e-signature for offers and policy acknowledgments, an AI onboarding wizard to turn the role into an onboarding workflow, training modules with documented completion for Fair Housing and fair-credit practices, task workflows for the hiring checklist, and document management for signed forms, leases, and certifications like CAM, NALP, or CMCA. To be clear about scope, FirstHR is an onboarding and HR platform, not a property-management system, so pair it with your PM software; it also does not run payroll or administer benefits. Applicant tracking is coming soon.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and onboarding, and an assistant property manager is a compliance-sensitive hire: they handle leases, tenant data, and screening from day one, so starting them on a clean, documented process with Fair Housing training protects the company.
Send the offer
Confirm the role, property type, pay, and the exempt or non-exempt classification in writing, based on actual duties. An offer letter template makes this fast.
Train on Fair Housing
Fair Housing and fair-credit training before the assistant takes any applications, with a documented acknowledgment on file.
Run the onboarding workflow
Form I-9, tax forms, software access, policy acknowledgments, and a first-week plan tied to your property-management platform.
Store the records
Keep signed forms, the classification basis, training completions, and certifications like CAM, NALP, or CMCA organized for compliance.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, paperwork, e-signatures, Fair Housing and software training acknowledgments, and the onboarding workflow in one place so a small property company can run the full process from one system, with the assistant's classification and certifications recorded from day one. FirstHR is an onboarding and HR platform, not a property-management system, so pair it with your PM software; it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
An assistant property manager supports leasing, tenant relations, rent, and maintenance, and covers for the property manager; in multifamily the same role is called assistant community manager.
Use the template that matches the property type: general, residential, commercial, HOA, leasing-focused, or small-company.
Classification is genuinely split; many assistant property managers are non-exempt and owed overtime, and the title never decides it.
On-site managers who receive housing add federal lodging-credit rules that small firms often get wrong.
The assistant is a front-line Fair Housing role; require Fair Housing awareness and train before they take applications.
Assistant-specific pay runs about $48,000 to $55,000; below the blended $66,700 SOC median, with leasing roles often hourly plus commission.
Frequently Asked Questions
What does an assistant property manager do?
An assistant property manager supports the day-to-day management of one or more rental properties and steps in for the property manager when needed. Day to day, that means supporting leasing through showings, applications, and move-ins, handling tenant questions and requests, helping collect rent and follow up on delinquencies, coordinating maintenance and vendor work orders, maintaining lease files and property records, and supporting inspections, renewals, and move-outs. The role is also a front-line Fair Housing position, since the assistant interacts with applicants and tenants directly. In a small company the assistant does a bit of everything alongside the owner, while in a large multifamily community the role, often titled assistant community manager, focuses more on leasing and resident relations. This is general information, not legal advice.
Is an assistant property manager exempt or non-exempt under the FLSA?
It genuinely depends on the duties, and many assistant property managers are non-exempt. Job postings show both hourly part-time roles around fifteen to twenty dollars an hour and salaried roles in the forties and fifties, which reflects how split the classification is. To be exempt, the role must be paid a salary of at least $684 a week and pass a duties test, either the administrative test, requiring a primary duty involving discretion and independent judgment on matters of significance, or the executive test, requiring genuine management of the operation and staff. An assistant who mostly performs the same leasing, front-desk, and coordination work as hourly staff is non-exempt and owed overtime, regardless of the manager title. Classify by what the person actually does, and when uncertain treat the role as non-exempt. This is general information, not legal advice.
How much does an assistant property manager make?
An assistant property manager typically earns roughly $48,000 to $55,000 a year, with part-time and entry roles paid hourly and lower. The closest federal occupation, property, real estate, and community association managers, had a median annual wage of $66,700 in May 2024, but that figure blends in senior property managers and self-employed brokers, so the assistant level sits below it. National compensation surveys put assistant-specific pay in the high forties to mid fifties, with leasing-focused roles often hourly plus commission, and metro and commercial roles higher. Set your range using current data for your market, property type, and whether the role is full or part time, account for any leasing commission, and post a range where your state requires one. This is general information, not legal advice.
What software should an assistant property manager know?
Most assistant property manager roles expect fluency in at least one property-management software platform, and naming yours in the job description is an effective filter. The common residential platforms are Yardi, AppFolio, Buildium, Entrata, and RealPage, while commercial properties often run on Yardi or MRI. Within these platforms, the assistant typically uses the leasing, accounting, and maintenance modules to process applications, post rent, and manage work orders. Listing the specific software you use, and whether you will train on it, screens for candidates who can be productive quickly and signals that the role is more technical than a generic administrative job. For a small company hiring its first or second assistant, a candidate who already knows your platform shortens the ramp considerably. This is general information, not legal advice.
What is the difference between an assistant property manager and an assistant community manager?
They are largely the same role under different titles, with the title depending on the property type. Assistant property manager is the general term used across residential, commercial, and mixed portfolios. Assistant community manager is the multifamily and apartment-industry term for the same role, used where the property is called a community and the manager a community manager. The duties overlap heavily: leasing support, resident or tenant relations, rent collection, maintenance coordination, and records. You will also see assistant residential property manager, assistant commercial property manager, and assistant community association manager for HOAs, each signaling the property type. For a job posting, use the title your candidates in your market and property type will recognize, and describe the actual duties. This is general information, not legal advice.
Does an assistant property manager need a real estate license?
It depends on the state and the specific duties. Many states require a real estate license or a property management license for people who perform certain leasing or management activities, such as negotiating leases or handling rents, while others exempt on-site managers or salaried employees of the owner. Because the rules vary significantly by state and by what the assistant actually does, you should confirm your state's licensing requirements before hiring and state any license requirement clearly in the job description. Some employers hire unlicensed assistants for support tasks and require licensing only for the property manager, while others require all leasing staff to be licensed. Check your state real estate commission's rules to determine what applies to your role. This is general information, not legal advice.
Do small property management companies have to follow Fair Housing law?
Yes, in nearly all cases. The federal Fair Housing Act applies to almost all housing regardless of the size of the company managing it, and it prohibits discrimination based on race, color, national origin, religion, sex, including sexual orientation and gender identity, familial status, and disability. Many states and cities add protected classes such as source of income, age, or marital status. Because an assistant property manager handles showings, applications, screening, and tenant communications, they are on the front line of compliance, and a small company is just as liable as a large one for a discriminatory practice. The practical step is to require Fair Housing awareness in the job posting, train the assistant before they take applications, and keep screening criteria consistent and documented. This is general information, not legal advice.
What should an assistant property manager job description include?
A strong assistant property manager job description names the property type up front, whether residential, commercial, HOA, or a small mixed portfolio, since that shapes the duties and the software. Include a job summary that frames the role as supporting the property manager, and group responsibilities into leasing and tenants, rent and records, maintenance and vendors, and compliance and service. State the required experience, the specific property-management software, and any license your state requires, and require Fair Housing awareness. The most valuable additions that generic templates skip are the FLSA classification with the non-exempt caveat, the lodging-credit note for on-site roles, and explicit Fair Housing language. Post a pay range with any leasing commission where your state requires it, and close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
