Property Management Virtual Assistant

Position Overview

We are seeking a detail-oriented and proactive Property Management Virtual Assistant to provide comprehensive administrative support to property managers, landlords, and property management companies. This role requires strong organizational skills, excellent communication abilities, and the capacity to handle multiple properties and tenant relationships simultaneously. The successful candidate will help clients streamline their property management operations, enhance tenant satisfaction, and maintain efficient administrative processes.

Responsibilities

• Manage tenant communications including inquiries, applications, and maintenance requests
• Process rental applications and assist with tenant screening procedures
• Coordinate property maintenance and repair schedules with vendors and service providers
• Track and process rent payments, security deposits, and other financial transactions
• Maintain detailed property and tenant records in property management software
• Create and distribute lease agreements, notices, and other tenant documentation
• Schedule and coordinate property viewings for prospective tenants
• Assist with lease renewals, move-ins, and move-outs
• Generate monthly financial reports for property owners
• Monitor and update property listings on rental platforms
• Coordinate inspections and ensure compliance with regulations
• Research market rental rates and recommend pricing adjustments
• Assist with vendor management, including obtaining quotes and scheduling services
• Handle tenant complaints and work toward timely resolutions
• Maintain organized digital filing systems for property documentation

Qualifications

• Minimum of 1 year of experience in property management, customer service, or administrative support
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is a must
• Experience with Google Workspace (Gmail, Docs, Sheets, Calendar) is a must
• Proficiency in AI software and tools (such as ChatGPT, Claude, or similar AI assistants) is a must
• Experience with property management software is preferred (e.g., Buildium, AppFolio, Propertyware)
• Exceptional written and verbal communication skills in English (CEFR level B1 or above required), with strong attention to detail
• Knowledge of basic property management processes and terminology
• Strong customer service orientation and professional demeanor
• Excellent organizational skills and ability to prioritize competing demands
• Problem-solving abilities and proactive approach to property issues
• Ability to work independently with minimal supervision
• Basic understanding of property management legalities and best practices
• Familiarity with financial record-keeping and reporting

Technical Requirements

Computer System

• Processor: Minimum Intel Core i5/AMD Ryzen 5 or equivalent (i7/Ryzen 7 recommended for multitasking)
• RAM: 8GB minimum, 16GB recommended for handling multiple applications simultaneously
• Storage: 256GB SSD minimum (512GB+ recommended)
• Operating System: Up-to-date Windows 10/11 or macOS (last 2-3 versions)

Internet Connection

• Speed: Minimum 25 Mbps download/10 Mbps upload (50+ Mbps download recommended)
• Backup Solution: Mobile hotspot or secondary internet option for emergencies
• Ethernet Connection: Wired connection option for optimal stability during important meetings

Others

• Headset: High-quality noise-canceling headphones with microphone
• Webcam: 1080p resolution minimum
• Monitor: Minimum 21-inch screen with 1080p resolution minimum

Hours and Availability

• Flexibility to align with property management client’s time zone and schedule
• Availability during core business hours with some flexibility for tenant emergencies
• Ability to handle occasional urgent matters related to property issues

What We Offer

• Competitive compensation reflecting your specialized property management skills
• Long-term client relationships for stable, ongoing work
• Professional development opportunities to enhance your property management knowledge
• Supportive team environment with mentorship from experienced colleagues
• Opportunities for career advancement within The Curious Owls

Application Process

To apply, please submit your resume, a cover letter highlighting your administrative experience, and professional references to [email protected]. Include “Property Management Virtual Assistant Application” in the subject line.

The Curious Owls values diversity and is committed to providing equal employment opportunities. We encourage applications from all qualified individuals regardless of background.