Property Management Administrative Virtual Assistant

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