Property Management Operations Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Execute precise and timely data entry across property management systems and spreadsheets.

• Review tenant files, lease documentation, and compliance records to pinpoint missing, outdated, or incorrect information.

• Guarantee that all files adhere to internal standards and any relevant regulatory or compliance requirements.

• Identify discrepancies, missing documents, or non-compliant records and pursue resolution.

• Keep organized and current digital records for all active and inactive properties and tenants.

• Conduct periodic audits of existing records to maintain ongoing accuracy and completeness.

• Liaise with utility providers on behalf of the company and tenants to establish, transfer, or close accounts as necessary.

• Follow up on unresolved utility issues — including billing discrepancies, service interruptions, account transfers, and outstanding requests.

• Monitor the status of all open utility matters to ensure nothing is overlooked or unaddressed.

• Document all utility-related communications and update records accordingly.

• Collaborate with property managers and tenants to ensure utilities are effectively managed during move-in and move-out processes.

• Follow up on active maintenance requests to verify progress and vendor responsiveness.

• Provide timely and professional status updates to tenants regarding their maintenance requests.

• Coordinate with vendors, contractors, and property managers to schedule and confirm maintenance appointments.

• Accurately document maintenance activities and update work order records in the system.

• Promptly escalate unresolved or urgent maintenance issues to the appropriate property manager.

• Respond to incoming calls from tenants, owners, and vendors in a professional, helpful, and solution-oriented manner.

• Address tenant inquiries concerning leases, maintenance, utilities, and general property matters.

• Conduct outreach calls to delinquent tenants regarding outstanding balances, payment arrangements, and account status.

• Handle challenging conversations with professionalism and composure — de-escalate when necessary and document all interactions.

• Ensure that all tenant communications are logged and follow-up actions are tracked and completed.

• Direct calls and issues to the appropriate team member when escalation is necessary.

⛳️ Requirements

• Outstanding attention to detail — your work is accurate, complete, and consistent.

• Proven experience in data entry with a strong record of accuracy.

• Background in auditing, compliance, or file review roles.

• Comfortable making and receiving professional phone calls, including managing difficult conversations with delinquent tenants.

• Highly organized with the capability to manage multiple open tasks and follow-up items concurrently.

• Strong written and verbal communication abilities.

• Dependable and self-motivated — you complete tasks without requiring constant supervision.

• Able to work independently in a remote setting.

• Previous experience in property management, real estate, or a related industry.

• Familiarity with property management software such as AppFolio, Buildium, Yardi, or similar platforms.

• Experience coordinating with utility providers and managing tenant account transitions.

• Background in customer service or tenant-facing roles in residential or commercial property environments.

• Experience conducting collections or outreach calls for delinquency.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional development and growth.

• Flexible work environment, including remote work options.

• Comprehensive benefits package including health, dental, and retirement plans.

• Supportive team culture focused on collaboration and innovation.