Property Management Virtual Assistant Position at GRAYSPACE RENTALS

The Role We are seeking a reliable, detail-oriented Property Management Virtual Assistant to support our Property Manager and ownership team with back-end administration. This is a full-time remote position focused on keeping our rental operations running smoothly through consistent communication, accurate data management, payment tracking, maintenance coordination, and organized record-keeping. You will work primarily in Follow Up Boss (FUB), TurboTenant, and Google Workspace, following a structured Daily / Weekly / Monthly checklist. Required to work Monday to Friday 9am to 6pm MST USA. Key Responsibilities Your daily, weekly, and monthly tasks will include: Daily: Respond to all FUB and TurboTenant inquiries; monitor and record payments in TurboTenant and update the Payment Tracker spreadsheet; maintain Repairs & Maintenance sheets and send scheduling reminders; follow up with tenants on unpaid/due payments; add new leads and applications from TurboTenant into the master spreadsheet and FUB; proactively reach out to leads in FUB; record construction crew clock-in/clock-out times; and manage daily email communications. Weekly: Review the GS Rentals Administration spreadsheet for inconsistencies; update Marketing Tactics sheets with current property availability and coordinate showings for vacant units via TurboTenant; compile weekly payment summaries and non-payment reports for the team via FUB; coordinate with on-site property managers for document delivery needs and upload confirmations to Google Drive; check TurboTenant for lease renewals and add reminders; and review Aging Reports (31-60 days overdue) and assist with preparing Notice to Terminate Tenancy (JDF 99B) forms when appropriate. Monthly: Generate full aging reports from TurboTenant and update the spreadsheet; review and follow up on all open maintenance items via email/FUB; and archive completed files in Google Drive folders with accurate notations in the spreadsheet. We’re excited to bring on a team member who takes pride in clean data, timely follow-ups, and organized systems. Your work will directly support our growth, help maintain strong tenant relationships, and allow our on-site team and ownership to focus on acquisitions, rehabs, and strategic decisions. If you thrive in a process-driven environment and enjoy supporting the operational side of real estate investing, we want to hear from you! Required Qualifications Software Proficiency (Required): Advanced skills in Follow Up Boss (FUB) and TurboTenant. Expert-level Google Sheets, Google Drive, and Google Docs experience. Experience: 1+ years as a Virtual Assistant, Property Management Administrator, or Real Estate Operations Assistant (property management / landlord operations experience strongly preferred). Skills: Exceptional attention to detail, strong organizational skills, and the ability to follow structured checklists and processes consistently. Communication: Professional written communication and email etiquette; comfortable handling tenant and financial information with discretion. Work Style: Self-motivated, reliable, and able to work independently in a remote setting with minimal supervision. Technical Requirements: Reliable high-speed internet, modern computer, and a quiet dedicated workspace. Availability during Mountain Time (Colorado) business hours preferred. Bonus: Familiarity with Colorado landlord-tenant laws and judicial forms (JDF notices), experience coordinating with construction/maintenance teams, or prior work supporting real estate investors/landlords.