Lettings & Property Management Operations VA

This is not a basic administration role. You will take ownership of the daily property-management workflow while also having dedicated time every day to generate new landlord and lettings business.

WORKING HOURS

Monday–Friday: 9:00am–6:00pm UK time

Every other Saturday: 10:00am–4:00pm UK time

Key Responsibilities

• Monitoring the property-management dashboard and ensuring nothing is missed
  
• Tenant and landlord communications
  
• Maintenance coordination and contractor chasing
  
• Rent arrears monitoring and follow-up
  
• Compliance tracking and escalation
  
• Tenant notices and re-letting
  
• Applications and referencing
  
• Move-ins and move-outs
  
• Viewing coordination
  
• Landlord approvals and outstanding actions
  
• Updating our CRM and ensuring every case has a clear next action
  
• Using AI and automation to reduce administration wherever possible
  

A major priority will be minimising rental void periods.

As soon as notice is received, you will ensure the re-letting process starts immediately, including landlord instructions, marketing preparation, applicant matching, viewings, applications and move-in coordination.

Daily New Business Generation

Part of every working day will be specifically allocated to winning new lettings business.

You will prospect and follow up:

• Self-managing landlords
  
• Previous landlords and valuation enquiries
  
• Existing CRM leads
  
• ValPal leads
  
• Landlords currently marketing with competitors
  
• Existing landlords who may own additional properties
  
• Property investors and prospective landlords
  

Activity will include telephone calls, email, WhatsApp, CRM follow-ups and appointment setting.

Minimum daily targets:

• 20+ landlord prospecting calls
  
• 10+ personalised emails/messages
  
• 10+ lead follow-ups
  
• 5+ new prospects added to CRM
  
• 2+ meaningful landlord opportunities
  

Weekly target: 3+ landlord valuation/appraisal appointments.

Daily Standards:

• Nothing important left unactioned
  
• Every CRM case to have a next action/date
  
• Landlord and tenant communications answered within one working day
  
• Maintenance continually progressed
  
• Compliance closely monitored
  
• New tenant notices immediately moved into the re-letting process
  
• Applications and referencing progressed daily
  
• Void periods kept to an absolute minimum
  
• New landlord opportunities generated every day
  

Systems:

You will work with systems including:

Alto CRM | Microsoft 365 | ChatGPT Business | AI property-management/maintenance technology | WhatsApp | UK property portals

Experience with UK residential lettings/property management and Alto would be a major advantage.

Who we're looking for

• Highly organised and accountable
  
• Excellent in spoken and written English
  
• Confident speaking to UK landlords and tenants
  
• Commercially minded
  
• Persistent with follow-ups
  
• Comfortable making outbound prospecting calls
  
• Experienced with CRM systems
  
• Confident using AI and technology
  
• Proactive rather than waiting for instructions
  
• Comfortable working to clear daily KPIs
  

What Success Looks Like

Your role has four simple objectives:

Protect the managed portfolio.

Keep void periods to an absolute minimum.

Use AI and automation to reduce administration.

Generate new landlords and managed properties every week.

We are looking for someone who takes ownership, not someone who simply completes tasks.

If you enjoy property, technology, organisation and business development and want a role where your performance can make a measurable difference to a growing UK lettings business, we would like to hear from you.

Hardware Requirements:

• Own computer or laptop.
  
• ADSL/ FIBRE internet line.
  
• Headphones for use with our VOIP phone system.
  
• Anti-virus installed.
  
• UPS/Back-up Battery for load shedding - NON-NEGOTIABLE