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.