Property Management Virtual Assistant

# Part-Time Property Management Virtual Assistant – Detroit Rental Portfolio **Position:** Property Management Virtual Assistant / Leasing Coordinator **Hours:** Approximately 5–10 hours per week **Location:** Remote **Portfolio Location:** Detroit, Michigan **Schedule:** Flexible, but must generally be available during U.S. Eastern Time business hours for communications and follow-up **Potential:** Opportunity for additional hours and responsibilities over time ## About the Role We are a small real estate ownership and management company with a portfolio of rental properties in Detroit, Michigan. We are looking for a reliable, organized, and proactive Virtual Assistant to help with the day-to-day administrative side of managing the portfolio. This is not intended to be a full-time position. We anticipate approximately **5–10 hours per week**, although the workload may fluctuate depending on vacancies, tenant applications, maintenance issues, inspections, and ongoing projects. The ideal candidate has prior experience working with **residential rental properties, landlords, property managers, leasing offices, or real estate investors**. A major part of the role will involve helping us market vacant properties, communicate with prospective tenants, screen applicants, coordinate existing tenants and vendors, and make sure important matters do not fall through the cracks. ## Primary Responsibilities ### 1. Rental Listings & Marketing * Create and post rental listings for available Detroit properties. * Maintain and update listings across appropriate rental websites and platforms. * Write clear and professional property descriptions. * Upload photographs, videos, rental information, and application instructions. * Monitor inquiries generated by listings. * Respond promptly to prospective tenants. * Keep track of which properties are vacant, being marketed, under application, or leased. * Refresh or modify listings when necessary to improve responses. ### 2. Prospective Tenant Communication * Serve as an initial point of contact for prospective tenants. * Respond to questions by email, text, or other approved communication channels. * Pre-screen prospects based on landlord-established rental criteria. * Ask prospective tenants appropriate preliminary questions before scheduling showings. * Provide application instructions and follow up with interested applicants. * Coordinate showings with local representatives when necessary. * Maintain an organized list of prospects and their status. ### 3. Tenant Application & Screening Coordination Help organize the tenant screening process, including: * Confirming that applications are complete. * Collecting required supporting documentation. * Organizing identification, income documentation, rental history, and other application materials. * Coordinating background, credit, eviction, and other authorized screening processes. * Contacting prior landlords and employers for verification when requested. * Following up when documents or information are missing. * Preparing a concise applicant summary for the owner to review. * Maintaining organized records of applicants and screening results. * Applying our screening standards consistently and in compliance with applicable fair-housing requirements. **Final tenant approval decisions will be made by ownership.** ### 4. Existing Tenant Administration * Help maintain communication with existing tenants. * Track lease renewal and expiration dates. * Send routine reminders and follow-up communications. * Track outstanding documents and administrative requests. * Help organize rent-payment information and tenant account questions. * Maintain tenant files and records. * Follow up on unresolved issues. * Draft routine tenant correspondence for approval when necessary. ### 5. Maintenance & Vendor Coordination * Receive and organize tenant maintenance requests. * Obtain photographs, videos, and descriptions of reported problems. * Determine what information is needed before sending an issue to ownership or a contractor. * Contact plumbers, electricians, HVAC contractors, handymen, and other vendors when directed. * Coordinate access between tenants and contractors. * Follow up with contractors regarding scheduling and completion. * Confirm with tenants when work has been completed. * Keep records of outstanding and completed repairs. * Obtain invoices, receipts, photographs, and other documentation from vendors. * Help obtain multiple quotes for larger projects when requested. ### 6. Inspections, Housing Programs & Compliance Some of our properties may involve government or affordable-housing programs. Depending on experience, the VA may assist with: * Organizing inspection notices. * Coordinating access for inspections. * Following up on inspection-related repairs. * Maintaining records of inspection results and deadlines. * Helping organize communications and paperwork involving housing agencies. * Tracking deadlines and outstanding documentation. Prior experience with **Section 8, housing choice vouchers, MSHDA, Detroit rental properties, or affordable housing programs** is a significant plus, but not required. ### 7. Property Management Tracking We need someone who is very comfortable maintaining organized spreadsheets and systems. You may be responsible for tracking items such as: * Property addresses * Tenant names and contact information * Monthly rents * Lease start and expiration dates * Vacancies * Applications * Security deposits * Maintenance requests * Contractor assignments * Inspection dates * Outstanding property issues * Utility or administrative matters * Important deadlines * Follow-up items The goal is to create a simple system where we can quickly understand **what is happening at every property and what needs attention next.** ### 8. General Administrative Support The position may also include: * Drafting emails and routine correspondence. * Organizing electronic property files. * Saving leases, invoices, photographs, inspection reports, and other documents in the proper folders. * Researching property-related questions. * Making routine phone calls. * Following up with vendors, tenants, agencies, and other third parties. * Maintaining task lists. * Providing a weekly summary of open items and priorities. * Helping ownership stay organized and making sure unresolved matters are followed through to completion. ## Ideal Candidate We are looking for someone who is: * Extremely organized. * Reliable and responsive. * Comfortable communicating professionally with tenants. * Persistent about following up without needing constant reminders. * Able to work independently. * Detail-oriented. * Comfortable managing several small matters simultaneously. * Good at documenting conversations and keeping records. * Comfortable with spreadsheets, email, cloud storage, and online rental platforms. * Able to distinguish between something that can be handled routinely and something that needs to be escalated immediately. We particularly value someone who thinks: **“I saw this issue, followed up on it, documented what happened, and made sure it was resolved.”** rather than simply: **“I sent an email.”** ## Preferred Experience Please highlight if you have experience with any of the following: * Residential property management * Leasing * Tenant screening * Rental property advertising * Real estate virtual assistance * Section 8 / Housing Choice Voucher tenants * Affordable housing * Detroit or Michigan rental properties * Maintenance coordination * Contractor/vendor management * Property management software * Google Drive / Google Sheets / Microsoft Excel * Zillow, Apartments.com, Facebook Marketplace, or similar rental platforms Detroit-specific experience is a major plus. ## Hours & Working Relationship We expect the position to begin at approximately **5–10 hours per week**. This is a long-term role for the right person. We would prefer to find someone who can learn our properties and systems and become increasingly independent rather than hiring someone for a short-term project. There may be opportunities for additional hours and responsibilities as the relationship develops. ## How to Apply Please include the following in your application: 1. A brief description of your property-management or real-estate experience. 2. How many rental units or properties you have previously helped manage. 3. Your experience screening prospective tenants. 4. Your experience posting and managing rental listings. 5. Whether you have worked with Section 8, housing vouchers, or affordable housing. 6. Whether you have experience with Detroit or Michigan rental properties. 7. What property-management software or systems you have used. 8. Your normal availability in U.S. Eastern Time. 9. Your requested hourly rate. 10. A short explanation of how you would keep track of 15–25 rental properties so that maintenance requests, vacancies, applications, inspections, and tenant issues do not get overlooked.