Property Management Job Description Templates for Every Role (2026)
Hiring is one of the hardest parts of scaling a property management company. A great job description attracts the right candidates and filters out the wrong ones before you waste time interviewing. A bad one gets you 200 applications from people who don't understand the role.
Below you'll find copy-paste-ready job description templates for the most common property management roles, plus salary benchmarks and tips for writing descriptions that attract top talent.
Property Management Roles: Overview
| Role | Avg Salary (2026) | When to Hire |
|---|---|---|
| Property Manager | $45,000-65,000 | 50-100 doors |
| Leasing Agent | $32,000-45,000 + commissions | High turnover portfolio (15%+) |
| Maintenance Technician | $38,000-55,000 | 100+ doors or high maintenance volume |
| Portfolio Manager | $55,000-80,000 | 200+ doors |
| Assistant Property Manager | $35,000-48,000 | 75-150 doors |
| Bookkeeper/Accountant | $40,000-55,000 | 100+ doors or complex trust accounting |
| Virtual Assistant (PM-specific) | $15,000-25,000 | Any size — first hire for many PMs |
When Should You Hire?
Most PM companies hire too late. Here are the warning signs that you need help:
- You're working more than 50 hours/week consistently
- Response times to tenants and owners are slipping
- You're losing owners because service quality dropped
- Growth has stalled because you can't take on more properties
- Maintenance requests sit unaddressed for 48+ hours
- You haven't taken a real vacation in over a year
"The biggest scaling mistake in property management: hiring when you're desperate instead of when you're ready. By the time you need someone yesterday, you've already damaged owner relationships." — Industry veteran
Template 1: Property Manager
📋 Property Manager — Job Description Template
Company: [Your Company Name]
Location: [City, State]
Type: Full-time
Salary: $[XX,XXX]-$[XX,XXX] + benefits
Reports to: [Owner / Regional Manager / Director of Operations]
About the Role
We're looking for an experienced Property Manager to oversee a portfolio of [X] residential properties ([X] doors) in the [City/Region] area. You'll be the primary point of contact for property owners, manage tenant relationships, coordinate maintenance, and drive occupancy. This is a high-autonomy role — we want someone who takes ownership and solves problems, not someone who waits for instructions.
What You'll Do
- Manage day-to-day operations for a portfolio of [X] properties
- Serve as primary contact for property owners — proactive communication, monthly reporting, and strategic recommendations
- Oversee tenant relations: lease enforcement, renewals, conflict resolution
- Coordinate and oversee maintenance requests, vendor relationships, and property turns
- Conduct regular property inspections (move-in, move-out, periodic)
- Process rent collections, manage delinquencies, and initiate evictions when necessary
- Market vacant units and manage the leasing process
- Ensure compliance with all local, state, and federal regulations including Fair Housing
- Maintain accurate records in [PM Software — e.g., AppFolio, Buildium, RentManager]
- Contribute to company growth by maintaining high owner satisfaction and retention
What We're Looking For
- 2+ years of property management experience (managing 50+ doors preferred)
- Real estate license (required in [state]) or willingness to obtain within 90 days
- Strong working knowledge of landlord-tenant law in [state]
- Experience with [PM software] or similar property management platforms
- Excellent communication skills — you'll be the face of our company to owners and tenants
- Problem-solving mindset with the ability to handle emergencies calmly
- Reliable transportation and willingness to visit properties regularly
- NARPM, CPM, or other PM certifications are a plus but not required
What We Offer
- Competitive salary + performance bonuses tied to owner retention and occupancy
- Health insurance, PTO, and [other benefits]
- Professional development budget for certifications and training
- Documented SOPs and systems — you won't be winging it
- Growth path to [Senior PM / Director of Operations / Equity partnership]
Template 2: Leasing Agent
📋 Leasing Agent — Job Description Template
Company: [Your Company Name]
Location: [City, State]
Type: Full-time or Part-time
Compensation: $[XX]/hr + leasing commissions ($[XXX] per signed lease)
About the Role
We need a driven Leasing Agent who can fill vacancies fast. You'll handle inquiries, conduct showings, screen applicants, and execute leases. Speed and customer service are everything — every day a unit sits empty costs the owner money.
What You'll Do
- Respond to rental inquiries within 1 hour during business hours
- Schedule and conduct property showings (including evenings and weekends as needed)
- Process applications: collect documents, run screenings, verify income and rental history
- Prepare and execute lease agreements
- Coordinate move-in logistics: inspections, key handoff, tenant onboarding
- Maintain and update listings on Zillow, Apartments.com, Facebook Marketplace, and MLS
- Track leasing metrics: inquiries, showings, applications, close rate
- Provide market rent analysis for new and renewal listings
What We're Looking For
- Sales-oriented personality with a track record of hitting goals
- Real estate license preferred (required in some states for leasing)
- Outstanding communication and follow-up skills
- Fair Housing knowledge and commitment to ethical practices
- Experience with property management software is a plus
- Reliable transportation for showings
- Flexible schedule — weekends are when tenants look for apartments
Template 3: Maintenance Technician
📋 Maintenance Technician — Job Description Template
Company: [Your Company Name]
Location: [City, State]
Type: Full-time
Salary: $[XX,XXX]-$[XX,XXX] + on-call pay
About the Role
We're hiring a Maintenance Technician to handle repairs, turnovers, and preventive maintenance across our portfolio of [X] properties. You'll work independently, prioritize your own schedule, and keep our properties in top condition.
What You'll Do
- Respond to and complete maintenance work orders (target: 90% resolved within 48 hours)
- Perform unit turnovers: painting, minor repairs, cleaning coordination, punch list completion
- Conduct preventive maintenance on HVAC systems, plumbing, and common areas
- Handle after-hours emergency calls on a rotating schedule
- Coordinate with third-party vendors for specialized work (roofing, electrical, etc.)
- Maintain inventory of common repair parts and supplies
- Document all work with photos and notes in our work order system
- Conduct property inspections and flag issues proactively
What We're Looking For
- 3+ years of maintenance experience in residential property management or related field
- Broad skill set: plumbing, electrical (basic), HVAC, carpentry, painting, appliance repair
- EPA 608 certification for HVAC is a strong plus
- Own tools and reliable work vehicle
- Ability to work independently with minimal supervision
- Professional demeanor when entering occupied units
- Physical ability to lift 50+ lbs, work on ladders, and perform demanding tasks
Template 4: Portfolio Manager / Regional Manager
📋 Portfolio Manager — Job Description Template
Company: [Your Company Name]
Location: [City, State]
Type: Full-time
Salary: $[XX,XXX]-$[XX,XXX] + bonus
About the Role
As Portfolio Manager, you'll oversee multiple property managers and a combined portfolio of [X]+ doors. This is a leadership role focused on team management, owner relationships, and operational excellence. You'll drive KPIs, implement systems, and ensure consistent service quality across the portfolio.
What You'll Do
- Supervise and mentor a team of [X] property managers
- Own P&L for your portfolio: revenue growth, expense management, and profitability targets
- Manage key owner relationships and conduct quarterly business reviews
- Drive occupancy, collections, and tenant retention metrics
- Implement and enforce SOPs, training programs, and quality standards
- Handle escalated issues from owners, tenants, and team members
- Collaborate with leadership on growth strategy and market expansion
- Review and approve budgets, vendor contracts, and capital expenditure plans
What We're Looking For
- 5+ years in property management with at least 2 years in a supervisory role
- Experience managing 200+ doors preferred
- Real estate broker's license or property management certification (CPM, RMP, MPM)
- Strong financial acumen — comfortable with P&L, budgets, and financial reporting
- Proven leadership: you build teams, not just manage them
- Strategic thinker who can also execute in the details
Template 5: Property Management Virtual Assistant
📋 PM Virtual Assistant — Job Description Template
Company: [Your Company Name]
Location: Remote
Type: Full-time or Part-time
Compensation: $[X]-$[X]/hr
About the Role
We need a detail-oriented Virtual Assistant to handle administrative tasks for our property management company. You'll support the team with tenant communications, work order coordination, data entry, and owner reporting. This role is ideal for someone with PM experience who thrives in a remote, organized environment.
What You'll Do
- Respond to tenant inquiries via phone, email, and portal within 2 hours
- Create and dispatch maintenance work orders
- Follow up with vendors on open work orders and completion timelines
- Prepare monthly owner reports and financial statements
- Process lease renewals and send notices
- Maintain organized digital files for each property
- Update property listings and manage rental advertising
- Screen initial rental applications (document collection and verification)
- Schedule inspections and coordinate access
What We're Looking For
- Previous experience in property management or real estate administration
- Proficiency with [AppFolio/Buildium/RentManager or similar PM software]
- Excellent written and verbal communication in English
- Self-motivated with strong time management skills
- Reliable internet connection and quiet workspace
- Available during [your timezone] business hours
Tips for Writing Effective PM Job Descriptions
1. Be Specific About Door Count
There's a massive difference between managing 30 doors and 300 doors. Specify the portfolio size so candidates can self-select. Experienced PMs know their sweet spot.
2. Include Your Tech Stack
List the PM software, accounting tools, and communication platforms you use. Candidates with experience in your tools ramp up 3x faster.
3. Mention Growth Opportunity
The #1 reason good property managers leave: no career path. If you offer advancement (senior PM, director of ops, equity), say so. It attracts better candidates.
4. Be Honest About Challenges
If the role involves after-hours calls, weekend showings, or difficult tenants, say it upfront. Surprises after hiring lead to quick turnover.
5. Include Salary Range
Job postings with salary ranges get 75% more applications. In an industry where talent is scarce, don't hide compensation.
📊 Property Management Salary Data
For detailed salary benchmarks by role, experience level, and location, see our Complete Property Management Salary Guide →
Hiring Mistakes to Avoid
- Hiring for personality over competence. A friendly person who can't handle a maintenance emergency is worse than a competent introvert.
- No structured onboarding. Without SOPs and training materials, even great hires flounder. Document your processes BEFORE hiring.
- Promoting your best PM to manager. Great individual contributors don't always make great managers. Evaluate leadership skills separately.
- Underpaying and losing talent. A $5K/year raise costs less than a bad hire ($15-25K in recruiting, training, and lost productivity).
- Not checking PM-specific references. General references are useless. Ask specifically about portfolio size, owner relationships, and crisis management.
Building a Team? Start with Systems.
The PM Scaling Kit includes a New Hire Onboarding SOP with a 30-60-90 day plan, training checklist, and performance metrics. Your new hires become productive in days, not months.
Get the PM Scaling Kit ($147) →