Remote Real Estate Operations & Property Management Virtual Assistant

Job Description :
Position Title: Real Estate Operations & Property Management Virtual Assistant
Location: Remote (Kenya-based talent)
Schedule: Full-time, 40 hours/week. Core hours: 8:00 a.m.–5:00 p.m. (ET) or 9:00
a.m.–5:00 p.m. (ET).
Reports to: Head Property Manager and Owner
Our Client is seeking a highly organized, detail-oriented, and proactive Real Estate Operations & Property Management Virtual Assistant to support the company’s long-term rental portfolio and general brokerage operations. The role covers daily property management administration, leasing coordination, owner/tenant communications, maintenance/vendor scheduling, and light social media support (as bandwidth allows).
Requirements
Key Responsibilities
Property Marketing & Tenant Acquisition
● Publish and update listings via AppFolio (primary syndication to Zillow,
Apartments.com, Realtor, etc.).
● Write clear, compliant, and compelling property descriptions (features, pricing,
availability).
● Respond promptly to inquiries (email/phone/chat); schedule self-showings via Tenant
Turner or coordinate agent-led showings; conduct timely post-showing follow-ups.
● Pre-screen prospects against company criteria prior to application; track communications
in the system of record.
● Do not post listings on Facebook Marketplace or Craigslist (per company policy).
● Scam watch: monitor external platforms for unauthorized/duplicate listings using
company photos/copy; flag, report, and document takedowns.
Leasing & Tenant Onboarding
● Process rental applications; complete employment/landlord verifications and
credit/background checks per policy.
● Verify income-to-rent ratio (3x).
● Prepare, route, and track lease agreements via DocuSign.
● Monitor security deposits and move-in funds; coordinate move-in tasks, utility setup
assistance, and walkthrough documentation, including two-week assessment forms.
Tenant/Owner Relations & Portfolio Oversight
● Serve as first contact for tenant inquiries; triage, resolve, or escalate as needed.
● Manage maintenance end-to-end in AppFolio: create work orders, obtain bids,
schedule vendors, track to completion, and maintain records.
● Schedule property inspections; ensure lease compliance and condition tracking.
● Run lease renewals proactively (owner approvals, pricing changes, notices, DocuSign
routing).
● Track rent collection and follow up on late payments; coordinate notices per policy
(non-legal).
Brokerage & Listing Administration (Non-Licensed)
● Prepare listing packets, buyer/seller folders, and disclosure templates for licensed
staff review.
● Coordinate photography, signage, lockboxes, and feature sheets.
● Enter/update listings in approved portals (as policy allows); publish approved
content on the company website.
Phones & CRM (No Zillow Call Coverage)
● Perform professional phone support as needed (no dedicated Zillow call answering
required).
● Use BoomTown CRM for basic lead hygiene (e.g., logging activities, checking
follow-ups, simple status updates) as directed by the team. (Experience in
BoomTown is a plus but not mandatory.)
Social Media Support (Secondary Priority)
● Once daily: check company Facebook and other approved channels for
comments, questions, and shares; acknowledge, thank, and route/answer basic
inquiries per guidelines.
● Light content assistance as directed (e.g., reposting approved items, community
highlights).
● Support LinkedIn presence growth (invite/connect, light page hygiene) per approval.
● Coordinate approvals; track basic metrics (reach, engagement) and provide monthly
summaries.
Administration & Compliance
● Maintain organized digital files (leases, notices, inspections, insurance/warranty
documents).
● Update dashboards/reports in AppFolio, BoomTown, and Google Workspace.
● Follow company SOPs and NC/local compliance checklists provided by Premier Realty.
Success Metrics
● Prospect response time: ≤ 5 minutes during staffed hours.
● On-time renewals: ≥ 95% initiated ≥ 60 days pre-expiration.
● Maintenance: 100% of work orders scheduled within 24 hours; closure within SLA.
● CRM hygiene: 100% of applicable touchpoints and tasks recorded in
BoomTown/AppFolio per internal standards.
● Social: Consistent weekly cadence; quarter-over-quarter engagement trending upward;LinkedIn followers increasing.
Education & Communication
● Bachelor’s degree preferred.
● Equivalent of 16 years of formal English education.
● A Neutral, American-sounding English accent,professional fluency and confident
phone presence.
Experience
● 2–3+ years in real estate, property management, administration, or related
operations.
● Strong technical aptitude; fast learner with complex software.
● AppFolio proficiency targeted at 6–8/10 (able to navigate independently and suggest
optimizations).
● Tenant Turner familiarity (or ability to learn quickly—workflow is straightforward).
● DocuSign required; BoomTown CRM a plus (for lead hygiene and basic follow-ups).
● Proven coordination across vendors, leasing files, renewals, and documentation.
● Social media familiarity for business pages (Facebook/Instagram/LinkedIn;
YouTube/TikTok a plus).
Technical
● Reliable computer and phone; high-speed internet ≥100 Mbps with backup options.
● Proficient in Google Workspace; basic Canva/graphics a plus.
● AI-trained and comfortable documenting processes (e.g., recording
Zoom/Loom/Scribe-style SOPs)
Traits
● Ultra-organized, process-minded, and anticipatory; thrives in a fast-paced,
phone-heavy environment.
● High integrity, confidentiality, empathy, and follow-through.
Working Model
● Remote; collaborates via Zoom/Google Meet, phone system app, email, and chat.
Benefits
Benefits & Perks
● Competitive salary (based on experience and qualifications).
● Performance bonuses and incentives.
● Paid Time Off and Paid Holidays.
● Health insurance.
● Remote work flexibility.
● Career advancement opportunities.
● Ongoing training and development.

CDL