Virtual Assistant for Property Management and Investment Brokerage

Title: Property Management Virtual Assistant
Location: Remote
Schedule: Monday–Friday, aligned with Pacific Time business hours

About the Role

We are a growing team that is looking for a highly organized and proactive Virtual Assistant to support our growing property management and real estate operations.

This role will work closely with our Director of Operations and assist with day-to-day property management tasks, including maintenance coordination, tenant communication, leasing support, vendor follow-up, and administrative work.

We are a small, growing team, so we are looking for someone who is comfortable taking ownership of tasks, following up consistently, and making sure things don't fall through the cracks.

Key Responsibilities:

Maintenance & Vendor Coordination

Monitor incoming maintenance requests and work orders

Communicate with tenants to gather additional information, photos, and availability when needed

Contact vendors to request pricing and schedule repairs

Coordinate access between tenants and vendors

Follow up with vendors until work is completed

Update work orders and notes in AppFolio

Obtain invoices and completion photos when applicable

Escalate urgent or unresolved maintenance issues to management

Leasing Support

Respond to rental inquiries and provide basic property information

Follow up with prospective tenants

Assist with scheduling property showings

Track applications and outstanding applicant documents

Assist with rental listing updates

Follow up on upcoming lease expirations and renewal status

Maintain accurate leasing notes and records

Tenant Communication

Respond to routine tenant questions and requests

Follow up on outstanding tenant items

Send reminders regarding appointments, documentation, and other property-related matters

Maintain professional and friendly communication with residents

Escalate lease, legal, financial, or sensitive issues to management

Administrative & Property Management Support

Maintain accurate records in AppFolio

Review open tasks and work orders daily

Update property, tenant, and vendor information

Assist with organizing documents, invoices, photos, and property records

Track deadlines and follow up on outstanding items

Help prepare move-in and move-out documentation

Assist with other administrative and operational projects as needed

What We're Looking For:

Previous virtual assistant, property management, real estate, or administrative experience preferred

Strong written and spoken English

Excellent organization and follow-through

Comfortable communicating with tenants, prospects, and vendors by phone, text, and email

Able to manage multiple open tasks without losing track of details

Proactive about following up rather than waiting to be reminded

Comfortable learning new software and processes

Good judgment about when an issue needs to be escalated

Reliable internet connection and professional remote work environment

Preferred Experience

Experience with any of the following is a plus:

AppFolio

Property management or real estate

Maintenance coordination

Vendor management

Leasing or lead follow-up

Microsoft Outlook, Teams, and SharePoint

Zillow, Furnished Finder, Airbnb or other rental listing platforms

What Success Looks Like:

The right person will help keep our property management operations organized and moving forward. Maintenance requests are followed through to completion, vendors and tenants receive timely responses, leasing leads don't get overlooked, records stay updated, and management has clear visibility into anything that requires attention.

We value someone who can see an open item and think, “What needs to happen next?” rather than simply waiting for the next instruction.

Please send your resume and professional references to apply. Candidates who move forward in the interview process may also be asked to complete a brief personality assessment as part of our hiring process.