Property Management Support Specialist

General Summary:

The Property Management Support Specialist is responsible for providing administrative, financial, and operational support to the property management function, ensuring accurate, timely, and complete processing of tenant and subsidy rent payments, bills and invoices, bank deposit records, and tenant documentation. This position plays a key role in maintaining accurate tenant ledgers, organized property records, reliable supporting documentation, and efficient day-to-day property operations.

The Property Management Support Specialist works closely with property management staff, Finance, tenants, rental assistance providers, vendors, and other internal teams to support transaction processing, document management, customer service, internal controls, audit readiness, and compliance with organizational procedures. This is an in-person, on-site position.

Overview of Primary Responsibilities: This role processes and posts tenant and subsidy rent payments; provides tenant payment receipts; enters and reviews bills and invoices; scans checks and maintains bank deposit documentation; scans, indexes, and files tenant records; supports transaction accuracy, record retention, and audit readiness; and communicates discrepancies, delays, or control concerns to the supervisor.

Job Responsibilities:

Rent and Subsidy Payment Processing

• Receive, review, and accurately enter all tenant rent payments into AppFolio or the designated property management system.
• Process and post rental subsidy payments received from HOM, Inc., Section 8 programs, Project H.O.M.E., the City of Tucson, SAAF Action Fund, and other rental assistance providers.
• Apply all rent and subsidy payments to the correct tenant ledger by the end of the business day on which they are received.
• Verify payer, tenant, property, amount, and payment information and resolve or escalate discrepancies before posting.
• Provide payment receipts to tenants who submit payments in person.
• Support the high-volume monthly rent cycle, particularly during the first week of each month.
• Maintain accurate supporting documentation for all rent and subsidy entries.

Bank Deposit and Check Processing

• Process and document payments received by mail, in person, or through approved payment channels.
• Scan and record checks using bank scanning equipment once the equipment is installed and operational.
• Upload bank deposit receipts to the designated shared-drive folder for the appropriate property.
• Maintain complete documentation supporting deposits and recorded payment transactions.
• Reconcile scanned checks and deposit documentation to recorded transactions and promptly report exceptions or missing information.

Bills and Invoice Processing

• Enter and review bills, invoices, and vendor documents received by mail or through AppFolio Smart Entry.
• Verify vendor, property, invoice amount, coding, approval support, and other required information for completeness and accuracy.
• Process invoices promptly after priority rent-processing responsibilities have been completed.
• Identify and report duplicate invoices, missing documentation, coding concerns, or other discrepancies.
• Maintain organized electronic invoice records to support payment processing, research, retention, and audit requests.

Tenant Documentation and Records Management

• Scan, index, upload, and maintain returned mail, certified-mail proof of delivery, tenant correspondence, and other tenant documentation.
• File documents in the appropriate electronic and physical tenant records maintained at the Dodge/MHRI office.
• Ensure documents are associated with the correct tenant and property and are readily retrievable.
• Maintain confidentiality and security of tenant, vendor, and financial information in accordance with organizational policies.

Compliance, Controls, and Operational Support

• Follow established cash-handling, bank deposit, transaction-entry, approval, documentation, system-access, and record-retention procedures.
• Maintain accurate, complete, and audit-ready records for assigned transactions and documents.
• Support internal and external audit, monitoring, and compliance requests by providing requested documentation promptly.
• Communicate processing delays, unresolved discrepancies, system issues, or internal control concerns to the supervisor.
• Provide courteous and professional assistance to tenants, vendors, rental assistance providers, and internal staff.
• Perform other related duties as assigned.

Core Competencies

• Accuracy and Attention to Detail
• Functional Knowledge and Skills
• Communication
• Teamwork
• Customer Service
• Organization and Time Management
• Results Oriented
• Adaptability
• Ethical Principles and Confidentiality
• Taking Initiative

Qualifications

Education and Experience

Required

• High school diploma or equivalent.
• One (1) year of administrative, accounting support, bookkeeping, property management, or high-volume data-entry experience.
• Experience processing detailed financial or tenant-related information with a high degree of accuracy.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to work on-site during required training and high-volume processing periods.

Preferred

• Experience with AppFolio or comparable property management software.
• Experience in affordable housing, rental assistance, or property management.
• Familiarity with tenant ledgers, subsidy payments, accounts payable, bank deposits, and electronic document management

REGULATORY:

• Minimum 18 years of age.
• Valid AZ DPS Level I fingerprint clearance card (must maintain valid card throughout employment)
• CPR, First Aid, AED certification, if required (must maintain throughout employment).
• Initial current negative TB test result, if required (Employer provides).

Questions about this position?  Contact us at HR@ichd.net.