VA Admin Property Manager - East Coast Canada

Just Rent Property Management Inc. is a growing property management company based in Newfoundland, on the East Coast of Canada — backed by an established sister real estate team and a steady referral pipeline. We manage 50+ residential properties — long-term rentals and short-term/Airbnb stays — and we’re scaling fast. We’re seeking a sharp, detail-obsessed Admin Property Manager to be the operational backbone of the rental portfolio — the person who keeps every lease, statement, and record airtight, answers every call with a warm and capable voice, and takes personal ownership of tenancy disputes from first complaint all the way through to a hearing.

Schedule: You’ll cover our daytime business hours on the East Coast of Canada — 8:30 AM to 6:30 PM Newfoundland time — which falls overnight in the Philippines. Please only apply if you can reliably work this overnight shift, Philippine time.

You’ll work hand in hand with our Residential Property Manager, who owns the people-and-properties side out in the field. While they’re meeting tenants, running showings, and walking properties, you’re the anchor behind the scenes — the first voice callers and Airbnb guests hear, the one turning the team’s activity into clean paperwork and accurate owner statements, and the steady hand who manages every Residential Tenancies complaint and case. If the Residential Property Manager is the mother hen out in the field, you’re the calm, capable hub everything runs through: just as at home putting a frustrated caller at ease as you are preparing a file for a tenancy hearing.

Duties

• Own all residential tenancy complaints and disputes end to end — document the issue, gather evidence, prepare and file applications, and represent Just Rent through Residential Tenancies hearings and related proceedings (we’ll train you on the Newfoundland process)
• Serve as the front line for all incoming phone calls — answer promptly, help or route the caller, and make sure every message is logged and followed up
• Manage Airbnb and short-term inquiries end to end — respond quickly to booking and guest questions, coordinate stays, and keep guest communication warm and on time
• Own customer satisfaction across tenants, owners, and guests — follow up, close the loop on issues, and make sure people feel looked after
• Prepare, format, and process leases, renewals, notices, and related contracts; keep templates current and compliant with the Residential Tenancies Act
• Maintain accurate records in DoorLoop — tenant files, unit data, owner details, lease terms, deposits, and key dates
• Produce owner statements, monthly reports, and communications that are accurate and on time
• Manage rent postings, invoicing, dues and penalties; track arrears and flag issues early
• Support accounts payable/receivable and coordinate with the bookkeeper on owner disbursements, property expenses, and taxes
• Schedule and track inspections, showings, and maintenance jobs; keep calendars, reminders, and follow-ups current
• Assemble move-in/move-out and inspection documentation for landlord review and sign-off
• Keep compliance and filing organized — insurance, licences, notices, deposits, and correspondence
• Back up the Residential Property Manager on day-to-day admin so nothing falls through the cracks

Experience

• Comfortable learning and applying tenancy law — we don’t expect you to know Newfoundland’s Residential Tenancies Act on day one, but you’re a quick study who can get up to speed and confidently handle complaints and hearings
• A warm, professional phone manner — you’re comfortable being the voice of the company and can put a frustrated caller at ease
• Highly organized and detail-oriented — you work from a system, check your own work, and don’t let things slip
• At least 3 years in property management, administration, legal/paralegal, or a related field (experience with tenancy disputes or hearings a major asset)
• Genuinely service-minded — you take ownership of an issue until it’s resolved
• Comfortable with numbers and everyday bookkeeping — invoicing, statements, and basic reconciling
• Calm and methodical when calls, messages, deadlines, and cases all land at once, and able to prioritize under pressure
• Clear, professional written and verbal communication
• Discreet and trustworthy with confidential owner and tenant information
• Proficient with DoorLoop or similar property management software; strong with spreadsheets, email , and general office tools; computer- and smartphone-literate
• Post-secondary education preferred; fluency in more than one language is an asset