Property Manager (Part-Time)
Property Management Assistant + Leasing Manager
About 3TK
3TK is a technology-forward property management company operating in the Philadelphia tri-state area. We use AI-assisted workflows, a Notion-based operating system, and MagicDoor for tenant/owner portals to manage residential rental properties. Our model is lean by design — we use systems and automation to handle volume that would traditionally require a much larger team.
You will execute defined processes inside our systems.
Role Overview
The property manager owns recurring administrative and tenant-facing operations. The managing partners retain ownership of accounting, owner relationships, financial reporting, contractor oversight, and escalation decisions.
Core Responsibilities
Tenant Communications & Relations
- First point of contact for all non-emergency tenant inquiries (email, portal, WhatsApp)
- Respond within defined SLAs — same business day for standard, 1 hour for urgent during working hours
- Issue and track notices: lease violations, noise complaints, parking issues, late rent
- Coordinate move-in/move-out schedules and walkthroughs with tenants and contractors
- Escalate: legal threats, habitability complaints, any situation requiring judgment beyond standard policy
Rent Collection & Delinquency Follow-Up
- Monitor rent payments in MagicDoor; flag delinquencies every 5 days
- Send templated late rent notices on defined schedule
- Log all delinquency communications and payment promises in Notion
- Escalate to ownership: any tenant past 15 days, broken payment plans, or requests for legal filing
You are not making collection decisions. You are executing the communication cadence and documenting everything. Jake decides when to file, negotiate, or forgive.
Leasing Administration
- Steve owns the leasing team — you handle inquiries, showings, application processing, leasing, move-in coordination, and renewals
- Prepare lease documents from templates for tenant and 3TK review
- Send lease packages to approved applicants and track signature status
- Ensure tenant posts security deposits, first month rent, and required documentation
- Set up new tenants in Notion and tenant portal
- Coordinate move-in walkthrough scheduling
- Track leasing pipeline from approved through moved-in
Lease Renewals
- Track lease expirations; initiate renewal outreach 60–90 days before expiration
- Send renewal offers with updated terms (rent adjustments provided by ownership)
- Follow up on unsigned renewals; escalate non-responses after 30 days
- Prepare renewal documents for signature
Maintenance Request Intake
- Receive and log maintenance requests from tenants via portal, email, or WhatsApp
- Categorize by type and urgency; update Notion maintenance database
- Jake or Steve route standard requests to contractors with property and unit context
Notion & System Administration
- Keep Notion databases current: people, units, leases, properties
- Update unit statuses, lease dates, tenant records, and contact information
- Log all tenant interactions, maintenance requests, and leasing activity
- Flag data inconsistencies or missing records
What this role does NOT own: Accounting or bookkeeping. Owner communications or reporting. Contractor hiring or management. Decisions on legal action. Rent pricing or renewal term decisions. Anything requiring a judgment call beyond documented SOPs.
Escalation Rules
When in doubt, escalate. The cost of over-communicating is zero. The cost of making a wrong call on a tenant or owner issue is high.
- Any tenant communication referencing legal action, withholding rent, or habitability
- Any rent delinquency past 15 days
- Any situation not covered by existing SOPs or templates
- Any owner or prospective owner communication — route immediately, do not respond
Requirements
- Prior experience in property management administration or real estate operations
- Proficiency with Notion — you will live in it daily
- Comfortable with MagicDoor or similar PM portal software
- Strong written communication: professional, clear, no typos in tenant-facing messages
- Highly organized — able to manage multiple properties and deadlines simultaneously
- Self-directed: you do not wait to be told what to do when the process is documented
- Available during Eastern Time business hours (flexible scheduling)
Nice to Have
- Familiarity with PA/NJ/DE landlord-tenant law
- Experience with Docusign and Zillow
- Comfort working with AI tools (Claude, ChatGPT) as part of daily workflow
- Experience managing leasing pipelines across multiple listing platforms
If this sounds like you, reach out. No cover letter needed — just tell us what you've managed and how you work.
Apply → admin@3tkmgmt.com