About the role
About Us: At Assistantly Business Solutions Pvt Ltd, we are dedicated to delivering exceptional virtual assistant services to top real estate agents and companies across the United States, with a strong commitment to excellence in the real estate and property management industries.
We are looking for a highly organized and self-motivated Virtual Assistant to support the property management operations of our clients. The ideal candidate will have hands-on experience with AppFolio, excellent communication skills, and the ability to multitask efficiently in a remote work environment.
Key Responsibilities:
1. Owner & Property Setup in AppFolio
Create new owner profiles, including contact details and payment preferences (ACH, check).
Upload agreements and relevant documentation.
Set up new properties with correct property type, bank accounts, rental settings, and photos.
2. Tenant Move-In & Move-Out Processing
Process move-ins: charge deposits/fees, verify tenant and property info, complete move-in checklist.
Process move-outs: update status, record reason and forwarding address, handle deposit refunds and final charges.
3. Lease Renewals
Coordinate lease renewal terms with property owners.
Draft and send renewal documents for tenant signatures.
Update lease terms and upload finalized documents in AppFolio.
4. Billing & Accounting Support
Add bills (repairs, utilities) to properties accurately with proper categorization.
Apply tenant charges or credits with correct details and amounts.
5. Document Management
Draft and send lease agreements, renewals, and other documents using e-signature platforms.
Ensure accurate assignment of signature fields and follow-up on signed documents.
6. Communication & Coordination
Call and email tenants for rent reminders, updates, and inspections.
Coordinate with vendors for repairs, billing issues, and scheduling.
Maintain regular communication with property owners and tenants regarding ongoing concerns.
7. MLS Listing Support
Draft rental listings for MLS.
Upload photos, descriptions, and necessary documents.
Review and activate listings as per company standards.
Qualifications:
Strong Verbal and Written Communication Skills: Excellent ability to communicate effectively with clients and team members both verbally and in writing.
Past Property Management Experience: Previous experience working in the Property Management industry, familiarity with terminology, processes, and procedures.
Previous Experience as a Virtual Assistant: Demonstrated experience in providing virtual assistance, managing tasks remotely, and coordinating administrative duties.
Proficiency in MS Suite and MS Excel: Advanced skills in Microsoft Office Suite, particularly MS Excel, for data management, analysis, and reporting.
Client Communication: Ability to interact professionally with clients, address inquiries, and provide assistance promptly and courteously.
Chat and Email Communication: Proficiency in managing communication channels such as chat and email, ensuring timely responses and maintaining effective correspondence.
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