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PM Responsibilities & Operating Cadence

The rhythm of the role — what a property manager owns daily, weekly, monthly, and quarterly.

Daily operations​

Tenant & communication management

  • Address all tenant inquiries (email, Dialpad, AppFolio, maintenance requests).
  • Monitor and organize the CA-PM / TX-PM mailboxes in Missive.
  • Respond to all owner/client communications.
  • Respond to prospective-tenant inquiries and schedule showings.

Maintenance workflow

  • Review and process new work orders.
  • Follow up with vendors on all open/in-progress work orders.
  • Confirm all scheduled vendor appointments for the day.
  • Review, approve, and close out completed work orders.
  • Follow up on urgent/emergency issues from the previous day.

Financial & administrative

  • Enter all incoming invoices and bills into AppFolio for payment.
  • Update ClickUp for all P0, P1, and escalated P2 tasks.

Weekly responsibilities​

Property inspections & upkeep

  • Walk-throughs for curb appeal, safety, cleanliness, and maintenance needs.
  • Verify completion of recurring services (landscaping, janitorial, etc.).
  • Inspect common areas (hallways, laundry, parking, pools).
  • Visual check of fire extinguishers, exit signs, and emergency lighting.
  • Document findings with photos and notes.
  • Review and update key/lock inventory and access control.

Maintenance oversight

  • Review all outstanding work orders; prioritize and escalate as needed.
  • In-person verification for high-priority or time-sensitive work orders.

Leasing & occupancy

  • Issue late-rent notices or demand letters as required.
  • Confirm upcoming move-ins and ensure units are rent-ready.
  • Schedule and confirm pre-move-out inspections.
  • Update and manage vacancy/marketing listings (Zillow, Apartments.com, MLS).
  • Process rental applications (background and credit checks).

Move-in / move-out coordination

  • Coordinate in-person move-ins (inspection, key exchange, brief tour).
  • Coordinate in-person move-outs (inspection, key collection).

Marketing & inventory

  • Photograph ready properties and update the appliance inventory list.
  • Conduct showings for available units.

Monthly administration​

Financial & reporting

  • Verify all rent payments received and reconcile the rent roll.
  • Prepare and dispatch owner reports.

Collections & renewals

  • Issue late-rent notices and initiate collections/eviction for chronic delinquencies.
  • Manage the lease-renewal pipeline; send renewal offers with any rent adjustments.

Compliance & vendors

  • Review and update the approved-vendor list.
  • Verify tenant (renter's) insurance compliance.
  • Confirm all contractor COIs and licenses are current.
  • Review the property emergency/disaster-preparedness plan.
  • Review and renew property licenses and permits.

Preventive maintenance

  • Schedule/follow up on pest-control treatments.
  • Schedule preventive maintenance (HVAC filters, gutter cleaning, roof inspections, elevator servicing).

Quarterly reviews​

Financial & budget

  • Review and update the property operating budget.
  • Prepare for annual property-tax filings or protests.

Vendor & contracts

  • Review and renegotiate vendor contracts.

Training & compliance

  • Conduct staff training or refreshers.
  • Review and update property insurance coverage.

Seasonal coordination

  • Coordinate seasonal maintenance (winterization, HVAC servicing, gutter cleaning, landscaping transitions).