HOA Management Virtual Assistant (AppFolio Experience Required)

This is a remote position.

HOA Management Virtual Assistant

Full-Time | 40 Hours Per Week

Php 37,000 – 41,000 take-home pay per month

08:00 PM – 05:00 AM PHT Manila (07:00 AM – 04:00 PM EST Florida) Monday-Friday

About the Client:

With over 18 years of industry experience, the client specializes in property management and real estate investment services. The company focuses on the following services: property management for investors and homeowners’ associations (HOA). The client’s dedicated team provides comprehensive support, guiding landlords and property owners in aspects such as income management, lease compliance, and property maintenance. The commitment to personalized care is evident in the emphasis on financial transparency, ensuring clients have easy access to their portfolio information.

In the realm of HOA partnerships, the client stands out by offering tailored Live Operator Customer Service Programs. This unique feature allows associations to customize responses to resident requests, providing a convenient and reliable experience. Their hands-on approach underscores its dedication to meeting the specific needs of each community, delivering exceptional service to both investors and HOA members alike.

About the Role:

Become a valuable member of a prominent property and HOA management firm in the position of HOA Management Virtual Assistant. In this role, you will be responsible for handling work orders, generating inspection reports, tracking and following up on items, overseeing collections, managing budgets, preparing reports for the Operations Manager to present to the Owner, and addressing violations for several homeowners’ associations (HOAs). The ideal candidate will have expertise in Appfolio, excellent communication skills, and the ability to interact confidently with diverse community members.

Responsibilities:

Work Order Management:

Address and prioritize work orders efficiently.

Coordinate with vendors for timely resolution

Uploading inspection reports and creating work orders from report

Collections:

Follow up on payments from homeowners and work with Billing Department

Calling Homeowners/Tenants regarding missing payments

Ensuring letters have been prepared and sent out

Maintain detailed records of financial transactions.

Budget Oversight:

Assist in bookkeeping tasks.

Double-check and validate financial reports.

Violations Handling:

Support current Violations Dept

Monitor and address violations following HOA guidelines.

Communicate effectively with community members regarding violations.

Communication:

Make phone calls to community members with a clear and understandable accent.

Provide assistance to homeowners unfamiliar with the Appfolio dashboard.

Documentation:

Ensure all calls are documented using the provided calling service.

Keep accurate records of all interactions and transactions.

Qualifications:

Proven experience in property management for a US-based client.

Bookkeeping experience is required

Appfolio experience and proficiency is required.

Clear and concise verbal communication without a heavy accent.

Strong written communication skills for documentation and email correspondence.

Comfortable working in a remote environment.

Proactive problem solver with the ability to address and resolve issues independently.

Excellent organizational skills with attention to detail.

Ability to handle multiple tasks and prioritize effectively.

Key Performance Indicators: (Summarized)

Work Order Management:

Achieve full-cycle management of work orders for assigned HOAs within the first quarter.

Independently address and resolve routine work order tasks and calls within the first month.

Proficiency in Appfolio Usage:

Attain proficiency in using Appfolio for community support within the first month.

Responsibility Expansion:

Take on increased responsibilities in collections and violations management within the first month.

Identify and pursue areas of specialization within different responsibilities beyond six months.

Efficiency and Accuracy:

Ensure accuracy and efficiency in all tasks, acting as a safety net to prevent oversights within the first six months.

Demonstrate mastery in the specialized role, consistently exceeding expectations within the first year.

Process Improvement and Relationship Building:

Contribute ideas for process improvement and efficiency within the first quarter.

Build strong relationships with community members within the first quarter.

Collaborate with the team to streamline processes and enhance overall effectiveness within the first six months.