Virtual Assistant – Property Management (Remote, Part-Time)

Company: CAP Commons, LLC
Job Type: Part-Time | 15–20 Hours per Week
Location: Remote
Working Hours: U.S. Eastern Time business hours, with coverage needed between 9:00 AM and 8:00 PM ET

About CAP Commons, LLC

CAP Commons, LLC manages a portfolio of student and professional rental properties in the Atlanta and Kennesaw, Georgia metro areas, serving students and professionals near Georgia Tech and Kennesaw State University.

We are a lean, technology-driven property management operation seeking a reliable, organized, and proactive Virtual Assistant to support daily property management activities. This role is ideal for someone who enjoys customer communication, administrative coordination, social media marketing, and keeping operations running smoothly.

Job Overview

As our Property Management Virtual Assistant, you will help manage tenant communications, rental inquiries, maintenance coordination, lease documentation, rent and utility follow-ups, bookkeeping, and social media marketing.

We are looking for someone who can work independently, follow established procedures, maintain accurate records, and recognize when an issue needs to be escalated to the property owner.

Key Responsibilities

1. Tenant Communications and Customer Service

• Respond to rental inquiries through email, Hemlane, Zillow, Apartments.com, Facebook, and other communication channels.
• Answer tenant and prospect questions about rental availability, pricing, lease terms, payments, utilities, and property procedures.
• Answer and return calls through Google Voice.
• Send routine tenant notices, maintenance updates, move-in instructions, and move-out reminders.

2. Rental Inquiries and Tour Coordination

• Provide prospective tenants with property details, pricing, and virtual tour links using approved templates.
• Coordinate self-guided and scheduled property tours.
• Follow up with prospects who miss appointments or stop responding.

3. Social Media and Property Marketing

• Post rental listings in relevant Facebook housing and university groups.
• Manage Facebook and Instagram messages, comments, and engagement.
• Create marketing graphics, flyers, Reels, and property promotional materials using Canva or similar tools.
• Edit property photos and coordinate content schedules with the owner.

4. Maintenance and Vendor Coordination

• Monitor maintenance requests through Hemlane and respond according to established procedures.
• Escalate urgent issues, including leaks, electrical problems, and HVAC failures, to the owner promptly.
• Coordinate appointments with plumbers, electricians, cleaners, handymen, and other vendors.
• Follow up with tenants and vendors to confirm scheduled work and completion.
• Monitor smart lock and leak sensor notifications and take appropriate action based on documented procedures.

5. Move-In, Move-Out, and Lease Administration

• Send move-in welcome packets and move-out checklists.
• Coordinate cleaning schedules, turnover preparations, and access codes.
• Collect forwarding addresses for security deposit processing.
• Contact tenants 60–90 days before lease expiration to confirm renewal intentions.
• Prepare renewal documents for owner review, send agreements for signatures, and follow up on outstanding documents.
• Organize executed leases, amendments, and addenda.

6. Rent Collection, Utility Billing, and Bookkeeping

• Monitor rent payments and send overdue payment reminders according to established procedures.
• Calculate tenant utility allocations using usage periods and occupancy information.
• Issue utility invoices and follow up on outstanding balances.
• Categorize property expenses by property and unit for accurate bookkeeping and tax reporting.
• Maintain organized financial records using QuickBooks or spreadsheets.

7. Calendar Management and General Administration

• Track lease expirations, renewal deadlines, move-in and move-out dates, and quarterly HVAC filter reminders.
• Flag important notices from mortgage servicers, insurance providers, and escrow accounts for owner review.
• Document communications, requests, and completed tasks in Hemlane.
• Reference and maintain standard operating procedures (SOPs) using NotebookLM.
• Escalate questions or situations that fall outside documented procedures.

Required Qualifications

• Previous experience as a Virtual Assistant, property management assistant, administrative assistant, or in a similar ro…