Virtual Property Manager

Position: Virtual Property Manager
We are specifically looking for candidates who have experience and qualifications as a “Property Manager”.

About Us:
We specialize in real estate deals, joint ventures, residential investments, and comprehensive property management. Currently, we manage 40 properties in Alberta and British Columbia and are looking to expand. We are seeking assistance in managing tenants and growing our management operations to meet increasing demands.

Job Description:
We are seeking a highly experienced and proactive Virtual Property Manager to join our dynamic team. This role is essential in supporting our property management operations and ensuring smooth tenant experiences. The owner currently handles most property management tasks, and the goal is for the new hire to take over these responsibilities.

Key Responsibilities:
– Manage a portfolio of approximately 40 rental units, including condos and houses, by improving operational efficiency using Propertyware and Google Drive.
– Be a key driver in optimizing workflows and implementing process improvements.
– Screen potential tenants online, analyze tenant profiles, and process rental applications, including background and credit checks.
– Create, post, and manage rental advertisements across various online platforms to attract potential tenants.
– Create new service orders and manage existing ones.
– Coordinate and manage service orders, scheduling property viewings, inspections, and maintenance appointments.
– Communicate with tenants regarding issues, lease agreements, renewals, and follow-ups.
– Maintain accurate and up-to-date records of tenant information, lease agreements, rent payments, and property maintenance requests.
– Handle tenant inquiries and concerns via email, chat, or phone promptly and professionally.
– Develop and implement marketing strategies to attract potential tenants and improve property visibility.
– Create and update marketing materials, including brochures, catalogs, and social media content.
– Manage social media accounts, engage with followers, respond to comments and messages, and post property-related content.
– Prepare and manage notices, including eviction notices, and ensure compliance with provincial regulations.
– Coordinate lease agreements, including preparing and reviewing contracts, ensuring accuracy, and obtaining necessary signatures.
– Develop maintenance and preventive plans for properties, create lists of repairs and maintenance issues, and handle utility billing organization for the portfolio.
– Handle complaints and maintenance requests promptly to ensure tenant satisfaction and property upkeep.
– Directly communicate with tenants through WhatsApp, emails, and phone calls.
– Order appliances from vendors, post quotations and manage vendor communications.
– Update property management software.
– Assist with bookkeeping tasks using tools like Quickbooks to record financial data, and organize tax documents, receipts, invoices, and other financial records.
– Communicate with the bookkeeper for edits and clarity fees, expenses and income.

Skills and Attributes:
– Self-motivated, proactive, and cooperative.
– Fast learner and highly organized.
– Able to work with minimal supervision and resolve problems.
– Committed and dedicated to work.
– Excellent written and verbal communication skills.
– Strong interpersonal skills and customer service orientation.
– High attention to detail and accuracy.
– Ability to multitask and prioritize effectively.
– Problem-solving skills and the ability to handle difficult situations calmly.
– Tech-savvy with proficiency in using property management software and social media platforms.
– Computer skills and internet tools know-how, including proficiency with Microsoft Office, Google Workspace, Zoom, Slack, other Tasks Management Software, Asana, Calendly, DocuSign, and Property Management Software.
– Graphic design and video editing skills to create marketing collateral and promotional materials.
– Research skills to find reputable service providers, conduct market research, and stay informed about industry trends.
– Organizational skills to manage multiple tasks efficiently and maintain detailed records.
– File management skills to organize and maintain accurate records.
– Problem-solving skills to address issues promptly and escalate when necessary.

Equipment Requirements:
– Owned laptop or desktop with a headset.
– Wired internet connection with a minimum speed of 15mbps.
– A quiet, distraction-free work environment.

Work Setup:
– Remote/Work From Home.
– Fixed schedule: Monday to Friday, approximately 25 hours per week.
– Shifts: 9:30 AM – 4:00 PM or 12:30 PM – 7:00 PM (1.5 hours break) Vancouver, Canada Timezone (PST).
– Must be dedicated to working during assigned hours and does not have other work commitments

Property Management Software Experience:
– Experience with at least one common property management software, such as Propertyware, Yardi, Buildium, AppFolio, and Rentec Direct.

Requirements:
– Minimum 5 years of experience as a Property Manager.
– Bachelor’s/Associate’s Degree in Real Estate/Business Administration or similar; additional qualifications in real estate or property management are a plus.
– Proven experience as a property manager or in a similar role.
– Knowledge of leasing regulations and property management best practices.
– Experience in Property Management systems, line of business, operations, administration, implementation and optimization

Personality Characteristics and Skills Required:
– High level of integrity and professionalism.
– Ability to work independently and as part of a team.
– Strong organizational and time management skills.
– Adaptability and willingness to learn new tools and processes.
– Customer-focused mindset with a genuine desire to help others.
– Ability to handle confidential information with discretion.

Ideal Candidate:
The ideal candidate will be an experienced Property Management Professional with a proven track record of successfully managing rental properties. They should be highly organized, self-motivated, and capable of handling multiple tasks independently. Excellent communication skills are essential, as is the ability to resolve issues efficiently and tactfully. The candidate should be tech-savvy, detail-oriented, and dedicated to providing exceptional service to tenants and landlords alike.

If you meet the qualifications and are excited about the opportunity to work in a dynamic and growing company, we encourage you to apply.