Executive Virtual Assistant – UK Property Management & Operations

Company: Vrtu Properties Ltd
Location: Remote – Philippines
Employment: Full-time, long-term
Working hours: 40 hours per week, Monday to Friday, aligned with UK business hours
Salary: Starting at £75 per week, negotiable depending on experience, with opportunities for increases based on performance.

About Vrtu Properties

Vrtu Properties is a growing UK property business specialising in HMO property management and shared accommodation.

We are looking for a reliable, organised and proactive Virtual Assistant to help manage the day-to-day running of our business.

This is a varied role for someone who wants to take responsibility, solve problems and become an important part of a growing company.

We need someone who can manage tasks from start to finish, communicate professionally with tenants and contractors, keep our records organised and help us build efficient systems so the business runs smoothly.

We use Arthur Online as our central property management system, and keeping everything organised and up to date within the system will be a key responsibility.

Key Responsibilities

1. Property Maintenance & Contractor Management

Manage incoming tenant complaints and maintenance requests.

Communicate with tenants to understand issues and request photos or videos where necessary.

Contact contractors, request quotes where required and arrange repair appointments.

Coordinate access between tenants and contractors.

Follow up with contractors to ensure jobs are completed.

Keep tenants updated throughout the process.

Obtain completion photos, reports and invoices.

Record and track maintenance jobs in Arthur Online.

Escalate urgent issues, significant costs and decisions requiring the director's approval.

You will be expected to take ownership of maintenance jobs from the initial report through to completion, rather than simply passing issues on to the director.

2. Room Viewings & Tenant Onboarding

Respond to enquiries from prospective tenants.

Arrange and coordinate room viewings.

Contact tenants, viewing representatives or agents to organise property access.

Confirm appointments, send reminders and rearrange viewings when necessary.

Follow up with prospective tenants after viewings.

Track enquiries, viewings, applications and outcomes.

Keep room advertisements updated and flag vacant rooms requiring attention.

Coordinate tenant referencing, paperwork, tenancy agreements and deposit administration in line with company procedures.

Organise move-in arrangements and ensure tenant records are updated.

The objective is to manage the entire process efficiently and help minimise vacant rooms and lost rental income.

3. Arthur Online & Document Management

Arthur Online is our central system, and you will be responsible for keeping it organised and accurate.

Maintain property, room and tenant records.

Log maintenance requests, communications, appointments and actions.

Upload and organise invoices, certificates, tenancy documents and other records.

Store property photos, room videos and relevant documents in the appropriate locations.

Ensure files are linked to the correct property, tenant or maintenance job wherever the system allows.

Track outstanding tasks, deadlines and follow-ups.

Keep information accurate, accessible and up to date.

Help improve how we use Arthur Online as the business grows.

Our goal is to have a well-organised business where information is easy to find and nothing gets missed.

4. Invoices & Financial Administration

Receive and organise contractor invoices.

Save invoices against the relevant property and maintenance job.

Check invoices against agreed quotes and completed work where appropriate.

Track outstanding invoices and flag discrepancies.

Monitor rent payments and arrears.

Maintain accurate records and prepare updates for the director.

Follow company procedures for expenditure approvals and payments.

5. Tenant Communication

Manage day-to-day tenant enquiries and correspondence.

Respond professionally and promptly to complaints.

Coordinate maintenance appointments and provide updates.

Follow up on outstanding tenant issues until resolved.

Maintain professional relationships with tenants, contractors, suppliers and external contacts.

Escalate sensitive or serious matters appropriately.

6. General Business Administration

Manage email s and prioritise important messages.

Organise documents, correspondence and business records.

Liaise with contractors, councils, agents, suppliers and other external contacts.

Track appointments, deadlines, compliance dates and recurring tasks.

Assist with general administrative duties and operational reporting.

Provide a concise daily update covering completed work, outstanding tasks and decisions required.

Support the director with additional tasks as the business develops.

7. Systemisation & Process Improvement

An important part of this role is helping us systemise the business so that day-to-day operations run efficiently without constant supervision.

Create and maintain standard operating procedures (SOPs).

Build checklists and workflows for maintenance, complaints, viewings and tenant onboarding.

Ensure tasks have clear statuses, next actions and follow-up dates.

Track recurring tasks and deadlines so nothing is forgotten.

Identify inefficiencies and suggest practical improvements.

Look for opportunities to automate repetitive work.

Ensure relevant information and documents are stored correctly in Arthur Online.

Help develop systems that allow the business to grow without creating unnecessary administrative work.

Requirements

Excellent written and spoken English.

Strong organisational skills and attention to detail.

A proactive attitude and willingness to take ownership of tasks.

Confidence communicating by email , messaging and telephone.

Good problem-solving skills and the ability to manage multiple tasks.

Comfortable using computers, email , spreadsheets and online systems.

Willingness to learn Arthur Online and follow company processes.

Reliable internet connection and a suitable home working environment.

Ability to work 40 hours per week aligned with UK business hours.

Professionalism, honesty and the ability to handle confidential information.

Previous experience as a Virtual Assistant, administrative assistant or operations assistant is desirable. Experience in property management, real estate, lettings or dealing with contractors is an advantage, but we are also open to candidates with the right attitude and willingness to learn.

The Person We Are Looking For

We want someone who takes ownership rather than simply waiting for instructions.

If a tenant reports a leak, you contact the tenant, arrange the contractor, coordinate access, follow up until the job is completed and ensure all records and invoices are saved correctly.

If a room becomes vacant, you respond to enquiries, arrange viewings, follow up with applicants and coordinate the onboarding process.

If a task is outstanding, you follow it up. If a process can be improved, you look for a better way.

You should be dependable, solution-focused, organised and comfortable working independently within agreed guidelines.

We are looking for someone interested in a long-term position who wants to develop their skills, take on more responsibility and grow alongside the business.

Salary & Progression

The starting salary is £75 per week for 40 hours, with salary negotiable depending on experience and suitability for the role.

There are opportunities for salary increases based on performance, competence, reliability and the ability to take on greater responsibility.

We value people who demonstrate initiative, consistently deliver high-quality work and help improve the business.

How to Apply

Please include the following in your application:

A brief introduction about yourself and your experience.

Details of any administrative, customer service, property or operations experience.

The software and systems you have used.

An example of a task you managed independently from start to finish.

Your expected salary and whether the advertised starting rate is suitable for you.

Your availability and confirmation that you can work UK business hours.

Confirmation that you have a reliable internet connection and are comfortable making professional phone calls.

Please begin your application with the words “VRTU OPERATIONS” so we know you have read the full advert.

We look forward to finding a reliable, motivated individual who can become a valued member of our team and help us run the business efficiently as we continue to grow.