Assistant Property Manager

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Property Management Virtual Assistant

Job ID: DANDEE1F
Industry: Property Management
Location: PH Preferred
Job Status: Part Time 20 hours a week
Work Schedule: 1:00pm to 5:00pm PST
Salary: $6 – $8 per hour
Target Start Date: ASAP

Role OverviewAbout the Client

The client is a family owned property management company based in California managing 100 plus multi unit apartment properties. They handle tenant communications, maintenance coordination, and compliance related documentation including Section 8 housing. They are focused on creating better systems, improving organization, and digitizing processes to deliver a smoother experience for tenants and reduce internal workload.

About the Role

We are hiring a part time Virtual Assistant to support maintenance request coordination and operational task management. This role will focus on organizing repair requests coming from tenants, translating chat conversations into clear action items, creating and tracking tasks in Notion, and following up with internal team members to ensure items are completed.

You will work closely with the owner and communicate mainly with the office team and maintenance staff. This is a long term role for someone who is highly organized, proactive, and comfortable working with lots of small moving parts.

Key Responsibilities1. Task Extraction and Workflow Management

• Review daily Viber group chat logs related to maintenance and operations to identify urgent and long term needs

• Extract actionable items from conversations and organize them within Notion with accurate statuses, priorities, and deadlines

• Proactively follow up with maintenance staff and internal team members to ensure repair tasks are moving toward completion

• Provide the Owner with concise daily summaries of activities, key updates, and potential roadblocks

2. Systems Development and Digitization

• Help build and maintain sophisticated Notion databases for properties, tenants, and operational records

• Support the migration of existing paper based systems into the digital workspace, ensuring documentation is searchable and organized

• Track maintenance requests and repair timelines to prevent missed follow ups or service delays

3. General Administrative Support

• Provide ad hoc administrative and operational support to ensure smooth business continuity

Tools and Systems

• Notion for advanced database management and system building

• Viber as the primary channel for real time field communication

• Google Workspace including Gmail, Docs, and Sheets

Qualifications and SkillsRequired

• Proven experience in administrative support, operations coordination, or property management

• Hands on experience building custom workspaces, databases, and relational links within Notion

• Exceptional written English skills with the ability to summarize complex chat threads into clear bullet points

• Detail oriented, proactive, independent, and capable of working from chat based workflows without constant direction

• Professional home office setup with stable internet and power redundancy

Preferred

• Familiarity with property maintenance coordination or real estate operations

Soft Skills and Traits

• High integrity with reliable and transparent communication

• Strong critical thinking skills with the ability to challenge ideas respectfully

• High emotional intelligence, empathy, and compassion when dealing with staff and tenants

• Calm, level headed approach with a strong can do attitude in high volume task environments

Success Metrics

• Maintenance requests are consistently tracked and closed within established timelines

• Significant reduction in missed or delayed repair tasks

• Full visibility for leadership into current task statuses and team priorities

• Successful digitization of property and tenant records

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