Virtual Assistant: Property Management Support

Full-Time Virtual Assistant: Property Management Support

Client Industry: Varies (Property Management Firms, Real Estate Investors, STR Operators, Leasing & Brokerage Support Teams)

Employment Type: Full-Time (40 hours/week)

Work Setup: Remote

Timezone: North America (varies by client)

Salary: 60kPHP/Monthly

Role Summary

We are building a pool of highly capable Real Estate Virtual Assistants to support property managers, real estate investors, and brokerage teams in the operational management of properties and transactions.

This role focuses on supporting end-to-end property operations, including listing management, tenant coordination, vendor communication, and transaction tracking.

You will work closely with property managers, real estate agents, and operations teams to ensure that property-related workflows are organized, updated, and executed efficiently.

While specific tools and processes may vary depending on the client, your core responsibility will always revolve around property operations support and real estate administrative execution.

Key Responsibilities

Property Listing & MLS Management

• Create, update, and maintain property listings across MLS and related platforms
• Ensure listing information is accurate, complete, and up to date
• Coordinate updates for pricing, availability, and property details
• Assist in organizing listing assets such as photos, descriptions, and documents

Tenant & Client Coordination

• Communicate with tenants, buyers, or property stakeholders as required
• Assist in responding to inquiries and coordinating scheduling needs
• Support onboarding and move-in/move-out processes
• Ensure timely updates and follow-ups with relevant parties

Transaction & Deal Coordination

• Track real estate transactions from listing to closing stages
• Maintain organized documentation for contracts and agreements
• Coordinate with agents, brokers, and third-party stakeholders
• Ensure transaction timelines and requirements are properly followed

Vendor & Maintenance Coordination

• Coordinate with vendors for maintenance, repairs, and property services
• Schedule service appointments and track completion of work orders
• Maintain records of vendor communication and service history
• Ensure timely resolution of property-related issues

Property Operations Support

• Maintain structured records for all assigned properties
• Track rent payments, lease terms, and property statuses (if applicable)
• Assist in operational workflows related to property management
• Ensure property data is consistently updated across systems

Administrative & Documentation Support

• Organize property documents, leases, and transaction files
• Maintain clean and structured filing systems
• Assist with reporting and operational summaries
• Support general administrative tasks within real estate operations

Scope Flexibility (Important)

This is a pooled role. While the core responsibilities above remain consistent, specific tools, platforms, and workflows may vary depending on the client you are assigned to.

You may be placed in roles supporting:

• Property management companies handling multiple residential or commercial units
• Real estate investors managing rental portfolios or STR properties
• Brokerage teams managing listings and transactions
• Hybrid real estate service operations

Candidates who demonstrate strong performance may be considered for more advanced real estate operations or coordination roles over time.

Once matched, you will be onboarded into a specific real estate environment with a clearly defined workflow, systems, and property portfolio structure.

Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.

Standards

Required Skills & Experience

• Experience in real estate support, property management, or administrative coordination roles
• Strong organizational and documentation skills
• Familiarity with real estate workflows (listings, leases, transactions)
• Excellent communication skills and stakeholder coordination ability
• High attention to detail and accuracy in documentation
• Ability to manage multiple properties or transactions simultaneously

Tech Stack Familiarity (Preferred)

• MLS systems or real estate listing platforms
• Property management software (AppFolio, Buildium, DoorLoop, or similar)
• CRM tools (HubSpot, Salesforce, or similar)
• Communication tools (email, Slack, Zoom)
• Google Workspace / Microsoft Office
• Project management tools (Asana, ClickUp, Trello, Notion)

Work Ethic

• Highly organized and detail-oriented
• Reliable in handling time-sensitive property operations
• Strong communication and coordination discipline
• Comfortable working in structured, process-driven environments
• Proactive in managing follow-ups and documentation

Client-Specific Requirements

Each client may have specific property systems, workflows, and operational standards. We carefully match candidates based on their experience and strengths, and will align with you prior to any client endorsement to ensure a strong fit.