Property Management Administrative Virtual Assistant

1 week ago

Philippines South Africa Assist World Full time US$9 600 - US$13 200 per year
About the Company The client is an established residential property management company specializing in 1–4 family properties (single-family homes, duplexes, triplexes, and fourplexes). The business handles leasing and ongoing property management and recently merged with another property management brokerage, creating additional back-office and admin volume. They currently have an in-office assistant who answers phones and prepares leases. This Virtual Assistant role is focused on back-end operations and admin support, helping remove remedial tasks from the owner's plate so she can focus on higher-value work.
Role Overview We are seeking a detail-oriented, tech-savvy Property Management Administrative Virtual Assistant to support day-to-day operations in a busy residential property management environment. You will primarily be responsible for: ● Processing and entering invoices into the property management software ● Creating and assigning work orders to vendors ● Organizing and cleaning a high-volume inbox (removing junk and routing important items) ● Handling other administrative tasks that keep properties, owners, and vendors organized and up to date There is no phone answering or lease drafting in this role; those are handled by the in-office assistant. Over time, if the collaboration goes well, this role may expand to also support similar tasks for a second brokerage using the same software.
Key Responsibilities
  • Invoice & Work Order Administration
  • Enter and process vendor invoices accurately in the property management system
  • Ensure invoices are associated with the correct property, unit, owner, and work order
  • Create and manage work orders based on internal requests or incoming documentation
  • Assign work orders to the appropriate vendors/contractors and update statuses as work progresses
  • Double-check key figures, dates, and property references to minimize errors that could result in financial loss
  • Email & Inbox Management 
  • Triage a high-volume inbox (200–300 emails/day)
  • Identify and delete/organize junk, spam, and non-essential messages
  • Flag and organize important emails for the owner or in-office assistant to action
  • Maintain a clear, organized email structure (folders/labels/filters as agreed)
  • Property Management Admin Support 
  • Navigate the property management software for daily operations (training + help videos provided)
  • Update property, owner, or vendor records as needed (per instructions)
  • Assist with basic data entry and tracking related to maintenance, vendors, and property activity
  • Support documentation and record-keeping so that owner and broker have clean,reliable data
Optional / Nice-to-Have Responsibilities (Only if skillset and workload allow)
  • Support simple marketing tasks, such as formatting or updating owner newsletters using existing templates and past examples
  • Assist with light reporting or exports from the property management software
Must-Haves
  • Proven administrative experience (2+ years) in a high-accuracy, detail-sensitive role
  • Strong attention to detail and commitment to accuracy in numbers and data
  • ○ Awareness that mistakes in invoices/work orders can quickly become financially costly
  • Comfortable working in software-heavy environments and learning a new property management platform using training and help videos
  • Demonstrated ability to handle repetitive/"remedial" tasks without losing focus or quality
  • Tech-savvy and fast learner – able to navigate new systems, follow help documentation, and troubleshoot basic issues independently
  • Strong organizational skills with the ability to manage email triage, multiple tasks, and priorities
  • Reliable, self-directed, and responsive to questions or clarifications from the owner
  • Stable internet connection and suitable remote-working setup
  • It might also involve utility invoicing for properties using AppFolio.
Nice-to-Haves
  • Experience in property management, real estate, or a related field
  • Familiarity with property management software (e.g., Buildium, AppFolio, Propertyware, Rent Manager, etc.)
  • Experience working with vendors/contractors in an admin or coordination capacity
  • Prior work supporting U.S.-based clients or within U.S. time zones
Tools & Systems
  • Property Management Software (primary system; training + video tutorials provided)
  • Email (Gmail/Outlook or similar)
  • Basic office tools (spreadsheets, documents, PDFs, etc.)
  • AppFolio
Schedule & Work Style
  •  Full-time, 40 hours/week
  • Work hours should be largely aligned with U.S. Central Time (CST) business hours (e.g., between 9:00 a.m. and 4:00 p.m. CST), though there is flexibility since the role is not phone-facing
  • Focus is on quality, accuracy, and consistent progress, not on rushing through tasks
  • Great fit for someone who enjoys deep, focused admin work and takes pride in getting the details right
$800 - $1,100 a month Type: Full-Time (40 hours/week) Time Zone: Strong overlap with U.S. Central Time (CST) preferred Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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