Property Management Virtual Assistant (Job ID: HAMKYL2R)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The Client is a property management company overseeing multiple commercial properties across the United States. Their team handles tenant communication, maintenance coordination, leasing inquiries, and operational follow ups on a daily basis. They are looking to replace a previous hire with someone reliable, responsive, and proactive who can take ownership of incoming calls, tenant needs, and coordination tasks while maintaining a high level of professionalism.

About the Role:

This role focuses on phone management, tenant support, maintenance coordination, and leasing follow up. The Property Management Virtual Assistant will act as a central communication point between tenants, contractors, and internal leadership, ensuring requests are handled promptly and professionally. The Client is looking for someone who is organized, confident on the phone, and capable of thinking through problems instead of simply forwarding messages. Strong follow through and responsiveness are critical to success in this position.

Key Responsibilities

Tenant Communication and Phone Management

• Serve as the first point of contact for tenants and prospects by answering calls, responding to messages, and ensuring concerns are handled promptly. This role requires professionalism, patience, and strong follow up skills.
• Tasks include
• Answer incoming tenant and prospect calls
• Respond to emails and messages promptly
• Document issues and escalate when needed
• Provide clear updates to tenants and internal staff

Maintenance Coordination

• Manage maintenance requests from tenants and coordinate with contractors or internal contacts to ensure issues are resolved efficiently.
• Tasks include
• Record maintenance issues such as leaks or repairs
• Contact vendors or internal teams based on instructions
• Track progress and follow up until completion
• Maintain organized records of requests

Collections and Payment Follow Ups

• Support monthly rent collection efforts by contacting tenants with outstanding balances and maintaining professional but firm communication.
• Tasks include
• Make collection calls to tenants with unpaid balances
• Send notices and follow up emails
• Document payment status and responses
• Escalate concerns when needed

Leasing Inquiries and Prospect Follow Up

• Handle incoming inquiries from potential tenants and support coordination for available spaces.
• Tasks include
• Collect prospect information during calls
• Provide property details and basic leasing information
• Coordinate next steps with leadership
• Assist with drafting lease related communication when required

Administrative and Communication Support

• Assist with drafting emails, letters, and communication while maintaining professional tone and clarity.
• Tasks include
• Draft emails and notices using internal tools
• Review and interpret lease language related to maintenance responsibilities
• Maintain organized communication logs
• Support general administrative coordination

Qualifications & Skills

Required 

• Fluent English and Spanish required
• Strong phone presence and professional communication skills
• Previous experience in property management, tenant support, or coordination roles
• Highly organized with strong follow through
• Tech savvy and comfortable using spreadsheets, Dialpad, or similar communication tools
• Ability to handle complaints professionally and remain calm under pressure
• Completed higher education or ongoing college studies strongly preferred
• Property management or leasing support experience
• Experience handling collections or tenant follow ups
• Familiarity with CRM or call management platforms

Personality Traits

• Proactive and solution oriented, not a message forwarder
• Warm, professional, and respectful communicator
• Highly responsive and dependable
• Strong critical thinking and ownership mindset
• Confident and comfortable making decisions within guidelines