Property Management VA

The Property Management Assistant will play a key role in helping the Strata Management team run daily tasks smoothly. They will handle rental questions, set up tours, help with lease and application paperwork, manage renewals, monitor collections, support in coordinating move-ins and move-outs. They will talk to tenants through email, messages, and phone calls; give updates, and pass on any big issues to the right team member. The VA will also keep track of repair requests, work with vendors, and make sure jobs are finished on time.

Duties & Responsibilities

Leasing Support

• Respond to rental inquiries via phone, email, or platform messaging in a timely and professional manner
• Schedule and coordinate virtual or in-person property tours for prospective tenants
• Assist with leasing paperwork, including sending documents and following up on signatures
• Send lease renewal reminders to tenants and collect completed renewal forms
• Conduct market research to help determine optimal rent pricing based on unit type, location, and market conditions

Tenant Communications & Inbox Management

• Monitor and respond to tenant messages and inquiries through email, platform inboxes, and company’s main hotline
• Provide status updates on maintenance, leasing, and general requests
• Escalate complex or sensitive issues to Property Manager or the appropriate team member

Work Order Management

• Log and track maintenance requests submitted
• Coordinate scheduling with internal maintenance staff and third-party vendors
• Follow up on open work orders, ensure completion, and update records accordingly
• Prioritize and escalate emergency work orders as needed

Requirements

Property Management Experience

• Minimum of 1 year experience in a leasing or property management support role
• Familiarity with tenant communications, leasing workflows, maintenance coordination, and owner reporting

Tool Proficiency

• Preference for candidates with hands-on experience using Buildium but not a strong requirement
• Experience with comparable platforms such as Appfolio, Rent Manager, or DoorLoop is acceptable
• Comfortable navigating cloud-based tools, email systems, spreadsheets, and communication platforms (Slack, WhatsApp)

Communication Skills

• Excellent verbal and written English skills
• Able to handle tenant, vendor, and internal communications with professionalism and clarity

Organization & Attention to Detail

• Highly organized with the ability to manage time effectively and prioritize tasks.
• Must be able to track follow-ups, deadlines, and maintain accurate records

Customer Service Mindset

• Approaches tenant and vendor communication with patience, empathy, and helpfulness
• Responsive and service-oriented, with a willingness to go the extra mile

Problem Solving & Judgement

• Proactive in owning an identified issue (from identification to communication to solution) and able to determine when to escalate the situation to the Property Manager for further support
• Capable of working independently and making sound decisions when needed
• Knows when to escalate more complex or sensitive issues to the Property Manager or other team members

Excel Proficiency

• Intermediate Excel skills required
• Comfortable with data entry, formula usage, and navigating spreadsheets, as most reporting and repositories are Excel-based

Tools Needed

• Buildium
• VOIP (RingCentral)
• Microsoft Office (Excel)

Benefits

• Salary: Open to Negotiate based on experience