Virtual Assistant for Property Portfolio

We need a reliable virtual assistant to support our property portfolio operations. Responsibilities include managing property-related communications, coordinating tenant and contractor interactions, maintaining organized records, and handling day-to-day administrative tasks. The ideal candidate is detail-oriented, proactive, and comfortable supporting a fast-paced environment. This is a part-time role for someone who can help keep our portfolio running smoothly and efficiently. Virtual Assistant – Property Management Job Duties Position Overview The Virtual Assistant (VA) will provide administrative and property management support for QC Parkview. The VA will assist with day-to-day operations, tenant communication, financial administration, maintenance coordination, documentation, and follow-up while keeping ownership informed of outstanding items. - Tenant & Resident Management* Respond to tenant emails, messages, and routine questions in a professional and timely manner. * Communicate with tenants regarding maintenance requests, rent, lease matters, notices, and property-related issues. * Send rent reminders and follow up on outstanding balances when requested. * Assist with lease renewals, notices, tenant forms, and other resident documentation. * Coordinate move-in and move-out communications. * Maintain organized tenant records and correspondence. * Follow up with tenants to confirm maintenance issues have been resolved. * Escalate serious tenant complaints or unresolved issues to ownership. - Maintenance Coordination* Receive and document maintenance requests. * Determine whether an issue requires immediate attention and escalate emergencies. * Coordinate with approved contractors, handymen, plumbers, electricians, HVAC companies, and other vendors. * Schedule maintenance appointments with tenants and vendors. * Follow up with vendors regarding completion status and invoices. * Maintain records of maintenance requests, work performed, costs, and completion dates. * Obtain estimates or quotes when requested by ownership. * Follow up on outstanding maintenance items until completion. - Rent & Financial Administration* Monitor rent payments through the property management system. * Follow up on delinquent or outstanding rent accounts. * Assist with monthly financial recordkeeping. * Enter and categorize expenses and invoices as directed. * Maintain organized records of vendor invoices and receipts. * Assist with monthly bank and account reconciliation. * Reconcile applicable business accounts, including bank accounts and payment platforms. * Track expenses associated with individual properties. * Identify discrepancies or unusual transactions and bring them to ownership’s attention. * Assist with preparing information needed for bookkeeping and tax preparation. - Banking & Account Administration* Assist with monitoring business bank accounts. * Download and organize bank statements and financial documents. * Track transactions from applicable payment platforms. * Maintain records for accounts such as: * Chase/QC accounts * Amaranth accounts * First Trust * Venmo * Zelle * Home Depot * Lowe’s * Amazon * Other company accounts as assigned * Flag missing transactions, duplicate charges, or unusual activity for review. - Property & Utility Administration* Track property-related utility accounts and bills. * Monitor tax, sewer, water, PSE&G, American Water Protection, mortgage, and other recurring property expenses. * Contact utility companies when necessary. * Maintain records of utility accounts and important account information. * Track landlord/rental registrations and renewal requirements. * Assist with municipal correspondence and required documentation. - Insurance & Compliance* Maintain a calendar of insurance policies and renewal dates. * Keep copies of insurance policies, certificates, and related documentation. * Notify ownership of upcoming renewals. * Assist with obtaining updated insurance documentation when needed. * Maintain property-specific compliance records. * Assist with communications to townships, cities, municipalities, and other governmental agencies. * Track permits, registrations, inspections, and other property requirements when assigned. - Property Management System* Keep property and tenant information updated in the property management platform. * Upload leases, notices, invoices, receipts, and other documents. * Maintain accurate tenant ledgers and property records. * Track maintenance requests and their status. * Ensure important communications are documented. * Assist with generating reports for ownership. - Vendor Management* Maintain an updated list of approved vendors and contractors. * Request estimates and availability. * Schedule vendor appointments. * Confirm vendors have access to properties when necessary. * Follow up on incomplete work. * Collect invoices and supporting documentation. * Maintain vendor contact information and service history. - Leasing & Marketing Support* Assist with preparing rental listings. * Post and update available units on approved rental platforms. * Respond to prospective tenant inquiries. * Schedule property showings when authorized. * Collect and organize applicant information. * Assist with the application and screening process according to company procedures. * Maintain records of prospective tenants and applications. * Remove or update listings once a property is rented. - Document Management* Maintain organized digital files for every property. * Keep copies of leases, renewals, notices, invoices, insurance documents, permits, inspections, receipts, and correspondence. * Ensure documents are properly named and filed. * Maintain property-specific folders and records. * Assist with retrieving documents when requested by ownership. - Ownership Support* Maintain a running list of open items requiring ownership attention. * Provide regular updates regarding tenant, maintenance, financial, and property issues. * Prepare items for weekly calls with ownership. * Follow up on previously discussed action items. * Track deadlines and important dates. * Sign and send authorized documents on behalf of QC Parkview LLC when specifically authorized. * Assist with administrative tasks and special projects as assigned. - Communication Standards* Maintain professional, respectful, and timely communication with tenants and vendors. * Respond to routine messages within the company’s established response timeframe. * Document important communications. * Never make financial, legal, leasing, or property decisions outside of assigned authority. * Escalate matters involving legal threats, major repairs, significant financial issues, safety concerns, or potential liability to ownership. - Weekly ResponsibilitiesThe VA should provide ownership with a weekly summary covering: * Outstanding tenant issues * Open maintenance requests * Delinquent rent/accounts receivable * Upcoming lease renewals * Vacant units and leasing activity * Outstanding vendor work * Pending invoices * Important property deadlines * Insurance/registration/inspection items * Municipal correspondence * Items requiring ownership approval * Completed tasks from the previous week Performance Expectations The VA is expected to: * Be organized and detail-oriented. * Maintain confidentiality of company and tenant information. * Follow through on assigned tasks without repeated reminders. * Keep accurate records. * Communicate promptly when an issue cannot be resolved. * Maintain a professional tone with tenants, vendors, and government agencies. * Proactively identify upcoming deadlines and unresolved issues. * Keep QC Parkview LLC’s property records accurate and up to date.