Virtual Assistant – Real Estate – Experienced Property Manager For UK Business – Multiple Positions Available

Looking for an experienced real estate virtual assistant to be Property Manager for a business based in the UK.

You will be overseeing the day-to-day management of a portfolio of 30+ properties (mostly residential flats / houses, but also some commercial properties), and working directly with the directors of the business.

IMPORTANT: This is a long-term position in a business with a small team, where the directors will treat you with respect, loyalty and appreciation as an integral part of the team despite you being remote, so please apply only if you are able and willing to commit full-time and reciprocate that loyalty and work with the business for many years.

Responsibilities will include the following under each category:

MAINTENANCE & IMPROVEMENTS
– Dealing with maintenance requests from tenants
– Logging requests as they come in, determining whether or not this is within the landlord’s responsibility, and communicating quickly and clearly via email and phone with tenants about their maintenance issues
– Assigning maintenance jobs to internal company handyman (where jobs can be done by them)
– Where internal jobs require materials/parts, researching to compare the best price and delivery times from suppliers, and placing orders as per the business’ standard practices to ensure handyman has what they need
– Where external contractors are required, reaching out to multiple contractors to obtain a quote, and then comparing the quotes to select the best one, sending them to the job
– For larger, property improvement projects, to create simple project specifications, and tendering the project to a number of contractors; compiling the quotes/proposals, and making a recommendation to the directors about which one to go with
– Communicating via email and phone with insurance provider where issues are covered under the insurance policies

ADMINISTRATION / RECORD-KEEPING
– Creating a structured system to log and update all maintenance jobs at each property, keeping this up-to-date
– Creating a structured system of compliance-related tasks (e.g gas safety checks, electrical checks, EPC certificates, etc), and making sure the business is fully up to date with its landlord obligations
– Creating and keeping up-to-date a tracker of all rents payable, received and outstanding
– Emailing and calling tenants who have not paid their rent on time, to ensure this is done as soon as possible
– Prompt email communication with tenants to ensure they receive a reply to maintenance requests same day or within a maximum of 24 hours
– Arranging insurance cover for properties and contents by contacting providers, receiving quotes, and selecting the best one
– Managing existing insurance cover, by liaising with the relevant insurance representatives as necessary
– Keeping the directors constantly updated throughout the day about work done via internal messages
– Any other tasks as assigned by the directors

You will be working from the company’s remote desktop system, so are expected to have uninterrupted power and a reliable internet connection (minimum download and upload speed 20Mbps).

Internal communication will be via Microsoft Teams and, occasionally, WhatsApp – mostly via messages / voice notes, but also sometimes via catch-up calls.

External communication is mostly via email. You will also be provided access to a UK dialler, to be able to call tenants, contractors and other parties when necessary.

Key requirements:
– Previous experience working in a real estate / property management company AND/OR background in construction / property maintenance
– Excellent spoken and written English
– Positive, friendly and warm communication style, both spoken and written
– Attention to detail, accuracy and precision
– Independence and ability to research information and analyse findings
– Integrity, honesty and respect
– Punctuality

Hours: Monday-Friday, 9am-6pm (UK time). Please note: you must be contactable outside hours in case of emergencies; also, an occasional catch-up call with directors may be required on the weekend at a mutually convenient time.

Immediate start. (Please note: there will be interviews, background checks and an up to 5-day training period.)

If you are interested in this position and ready to start, please apply with your CV and a video introduction to yourself, in which you explain how you fit the key requirements above. We will then contact you with next steps.

We look forward to hearing from you!