Overview:
We are seeking a highly organized and proactive Property Management & Administrative Virtual Assistant to support a growing real estate business specializing in rental brokerage, multifamily properties, property management, and construction. The successful candidate will initially focus on rental management, including listing coordination, tenant inquiries, scheduling property showings, and lead follow-ups. Over time, the role will expand to include property management administration, construction vendor coordination, and payment tracking. Experience with Buildium and rental listing platforms is preferred. Spanish-English bilingual proficiency is a strong advantage but is not required.
Schedule:
- Full-Time (Remote)
- 40 hours per week, aligned with U.S. business hours (EST)
Key Responsibilities:
Rental Management & Leasing Support
- Create, update, and manage rental listings on Zillow, Facebook Marketplace, and the company’s website.
- Respond to rental inquiries from prospective tenants and coordinate follow-ups.
- Schedule property showings and coordinate with showing agents.
- Maintain accurate records of leads, inquiries, applications, and showing schedules.
- Follow up with prospective tenants regarding property availability and application status.
- Ensure rental listings contain accurate property details, pricing, and availability.
- Coordinate with brokers and agents regarding rental listings and leasing activities.
Property Management Administration
- Assist with rent payment tracking and maintain updated tenant records.
- Monitor maintenance requests and coordinate with tenants, vendors, and property managers.
- Support move-in and move-out coordination, including documentation and scheduling.
- Track lease expirations, renewals, and important deadlines.
- Assist with Section 8 housing documentation and administrative requirements.
- Maintain organized property records, spreadsheets, and digital files.
- Use Buildium and Excel to update property information and monitor operational tasks.
Construction Administration & Vendor Coordination
- Track vendor invoices, payments, outstanding balances, and payment due dates.
- Maintain records of construction-related expenses and transactions.
- Follow up with vendors regarding invoices, payment status, and documentation.
- Organize construction documents, receipts, and administrative records.
- Prepare payment tracking reports and escalate discrepancies for review.
General Administrative Support
- Manage email correspondence and routine administrative follow-ups.
- Maintain organized digital files and operational spreadsheets.
- Prepare regular updates and reports on rental activity, pending tasks, and outstanding items.
- Track deadlines and ensure assigned tasks are completed on time.
- Identify workflow gaps and recommend improvements to administrative processes.
Qualifications & Requirements:
- Previous experience in property management, real estate administration, leasing coordination, or a related administrative role.
- Familiarity with rental listing platforms such as Zillow and Facebook Marketplace.
- Experience using Buildium or other property management software is highly preferred.
- Strong organizational skills and attention to detail.
- Excellent written and verbal English communication skills.
- Ability to manage multiple tasks, deadlines, and follow-ups independently.
- Proficiency in Microsoft Excel or Google Sheets.
- Strong problem-solving skills and a proactive approach to work.
- Willingness to learn new software, processes, and property management procedures.
- Ability to work independently while maintaining clear communication with the client.
Preferred Qualification: Spanish-English bilingual proficiency, particularly for communicating with prospective tenants and coordinating rental inquiries.
