Scale Virtually is seeking a Property Management Assistant to play a key role in supporting our Strata Management team. You will ensure daily tasks run smoothly by handling tenant inquiries, leasing paperwork, and coordinating maintenance, directly reporting to the Property Manager.
What You'll Do
- Respond to rental inquiries via phone, email, or platform messaging in a timely and professional manner.
- Schedule and coordinate virtual or in-person property tours for prospective tenants.
- Assist with leasing paperwork, including sending documents and following up on signatures.
- Send lease renewal reminders to tenants and collect completed renewal forms.
- Conduct market research to help determine optimal rent pricing.
- Monitor and respond to tenant messages through email, platform inboxes, and a company hotline.
- Provide status updates on maintenance, leasing, and general requests.
- Log and track maintenance requests submitted by tenants.
- Coordinate scheduling with internal maintenance staff and third-party vendors.
- Follow up on open work orders, ensure completion, and update records accordingly.
- Prioritize and escalate emergency work orders as needed.
- Escalate complex or sensitive issues to the Property Manager or the appropriate team member.
What We're Looking For
- Minimum of 1 year experience in a leasing or property management support role.
- Familiarity with tenant communications, leasing workflows, maintenance coordination, and owner reporting.
- Comfortable navigating cloud-based tools, email systems, spreadsheets, and communication platforms like Slack or WhatsApp.
- Excellent verbal and written English skills.
- Able to handle communications with tenants, vendors, and internal staff with professionalism and clarity.
- Highly organized with the ability to manage time effectively and prioritize tasks.
- Must be able to track follow-ups, deadlines, and maintain accurate records.
- Approaches tenant and vendor communication with patience, empathy, and helpfulness.
- Responsive and service-oriented, with a willingness to go the extra mile.
- Proactive in owning an identified issue from identification to solution and able to determine when to escalate.
- Capable of working independently and making sound decisions when needed.
- Knows when to escalate more complex or sensitive issues.
- Intermediate Excel skills are required, including data entry, formula usage, and navigating spreadsheets.
Nice to Have
- Preference for candidates with hands-on experience using Buildium.
- Experience with comparable platforms such as Appfolio, Rent Manager, or DoorLoop is acceptable.
Technical Stack
- Buildium
- VOIP (RingCentral)
- Microsoft Office (Excel)
Team & Environment
You will be a key support member of the Strata Management team and will report directly to the Property Manager.
Benefits & Compensation
- Compensation is open to negotiation based on your experience.
Scale Virtually is an equal opportunity employer.
