Property Management Operations Assistant

Our client is a US-based property management company managing residential properties across multiple markets. They are hiring a Property Management Operations Assistant to take ownership of the operational backbone of the business: data entry and file auditing, utility coordination, maintenance follow-up, and tenant-facing customer service — including inbound calls and outbound delinquency outreach.

This is not a generalist VA role. The hire will be embedded in day-to-day property operations and will be measured on accuracy of tenant and compliance records, speed of utility and maintenance ticket closure, and the professionalism with which they handle difficult tenant calls. You will work closely with property managers, vendors, and tenants, and you will be expected to flag issues, follow through to resolution, and document every meaningful interaction.

The right person is someone who notices the details others miss, treats an open task in their queue as a personal accountability, and stays composed when a tenant call gets tense. If you are stimulated by clean records, closed loops, and a high standard for follow-through, this role is built for you.

Responsibilities

Data Entry & File Auditing

• Perform accurate, timely data entry across property management software and spreadsheets
• Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information
• Ensure files meet internal standards and any applicable regulatory or compliance requirements
• Flag discrepancies and missing documents and follow up to resolve them
• Maintain organized, up-to-date digital records for active and inactive properties and tenants
• Run periodic audits of existing records for ongoing accuracy

Utility Coordination & Follow-Up

• Contact utility providers on behalf of the company and tenants to set up, transfer, or close accounts
• Follow up on billing discrepancies, service interruptions, account transfers, and outstanding requests
• Track every open utility matter so nothing sits unresolved
• Document every utility-related call or email in the system
• Coordinate with property managers and tenants to handle utilities cleanly at move-in and move-out

Maintenance Coordination & Follow-Up

• Follow up on open maintenance requests to keep vendors responsive and tickets moving
• Communicate status updates to tenants in a timely, professional manner
• Coordinate vendor and contractor scheduling and confirm appointments
• Update work orders accurately in the system
• Escalate unresolved or urgent maintenance issues to the appropriate property manager

Customer Service & Tenant Communication

• Answer inbound calls from tenants, owners, and vendors professionally
• Address tenant inquiries on leases, maintenance, utilities, and general property matters
• Conduct outbound calls to delinquent tenants on balances, payment arrangements, and account status
• De-escalate difficult conversations and document the full interaction
• Log every tenant communication and track follow-up actions through to completion
• Route calls and issues to the right team member when escalation is required

• 2+ years in property management, real estate operations, or a comparable tenant-facing administrative role
• Hands-on experience with at least one major property management platform (AppFolio, Buildium, Yardi, Propertyware, or Rent Manager)
• Demonstrated data entry accuracy and prior auditing, compliance, or file review experience
• Comfort making and receiving professional phone calls in English, including difficult collection or delinquency conversations
• Strong written and verbal English (CEFR C1 equivalent or higher)
• Highly organized — able to track multiple open tasks and follow-ups simultaneously
• Reliable, self-directed, and comfortable working independently in a remote environment
• Reliable home office, stable high-speed internet, headset, and a quiet space for tenant phone calls
• Willingness to overlap with US Mountain Time business hours

Nice to Have

• Direct experience coordinating utility account transitions during tenant move-in and move-out
• Prior collections or delinquency outreach experience in a US property management context
• Familiarity with US fair-housing or tenant-communication compliance norms

What We Offer

• Full-time, 100% remote role with a stable US-based client
• Compensation up to $6/hour
• Clear scope, defined success metrics, and a property management team that values accurate work
• Long-term placement potential with a client that retains operationally strong hires

Data Privacy

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Interview Scheduling

Initial calls run in US Mountain Standard Time (MST), within a 3:00 AM – 1:00 PM MST window — that translates to 6:00 PM – 4:00 AM Philippine Time (PHT). Remote Raven genuinely appreciates your flexibility around