Virtual Assistant – Property Maintenance & Operations Coordinator

We are seeking an organized, proactive Virtual Assistant to support a busy property management and handyman operation. This person will coordinate jobs, communicate with homeowners and vendors, maintain accurate records, and help ensure that daily operations run smoothly. Responsibilities include: Contacting contractors, engineers, utility companies, and other vendors to obtain quotes and schedule work outside our internal team’s scope. Coordinating and tracking property management, maintenance, and Thumbtack jobs. Maintaining digital files for each job, including the scope of work, materials purchased, receipts, photos, and time spent. Answering and screening incoming calls, collecting relevant information and photos, resolving routine matters, and escalating urgent issues. Following up with homeowners by phone and email after jobs are completed to confirm satisfaction, request reviews, and advise them of other maintenance, handyman, or property services we can provide. Following up with prospective homeowners, vendors, customers, and business contacts to develop new opportunities. Maintaining daily work logs so completed tasks can be tracked and properly billed. Helping create the daily schedule and identifying available time for additional jobs. Monitoring property bookings, gate-access requests, recurring maintenance deadlines, vehicle records, and property-specific instructions. Vetting contractors and potential employees by confirming experience, credentials, references, and availability. Collecting and organizing guest reviews, homeowner feedback, and Thumbtack ratings to identify recurring property, maintenance, or cleaning issues. The ideal candidate is highly organized, confident making phone calls, professional in written communication, and able to research and resolve routine issues without constant supervision. Experience with property management, maintenance coordination, customer service, sales follow-up, Thumbtack, or vacation-rental software such as Ciirus is preferred.