Property Manager Virtual Assistant Jobs in California

The Assistant Manager will play a pivotal role in supporting the Property Manager by interviewing and qualifying applicants, processing rental applications, handling invoice processing, and assisting with rent collection and posting. This position is essential to ensuring operational efficiency, regulatory compliance, and a smooth leasing experience for future residents.

What We Offer

• Pay: $26.00–$28.00 per hour
• Schedule: Full-time (40 hours per week), Monday–Friday, 8:00 AM–5:00 PM
• Benefits: Medical, Dental, Vision, Life Insurance; 401(k) with employer match
• Time Off: Paid vacation and 15 paid company holidays

• Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

• Immediately record all telephone and in-person visits on appropriate reports.

• Files own guest cards and maintain according to established procedures.

• Demonstrate community and apartment/model and apply product knowledge to client's needs by communicating the features and benefits; close the sale.

• Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.

• Update availability report, process applications for approvals. (i.e., credit check, rental history, etc.) Submit processed applications to the Property Manager for approval. Follow up with applicant regarding status.

• Ensure apartment is ready for resident to move-in on agreed date.

• Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospect's needs.

• Secure new resident's signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.

• Monitor renewals. Distribute and follow-up on renewal notices.

• Assist in monitoring advertising effectiveness.

• Distribute all company or community-issued notices.

• Represent the company in a professional manner at all the times.

• Operate computers programmed with accounting software to record, store and analyze information.

• Understand the lease agreement and application.

• Accept rental payments and post rents to the computer.

• Comply with federal, state and company policies, procedures and regulations.

• Record monies collected and prepare bank deposit slips on an on-going basis.

• Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.

• Communicate with Property Managers regarding accuracy of invoices received; and invoices are coded correctly, according to company procedures.

• Ensure that all invoices received are approved, entered and paid within a timely manner.

• Access computerized financial information to resolve vendor and payment disputes.

• Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.

• Operate 10-key calculators, copy and facsimile machines to perform calculations, produce and distribute documents.

• Prepare statement of accounting notices for past residents.

• Provide accounting support to Property Managers.

• Assist in lease transactions by typing leases, gathering applicant's history and credit approvals.

• Assist with maintaining compliance with all applicable Affordable Housing programs.

• Assume Property Manager's duties/authority in absence of immediate supervisor in accordance with company and community guidelines.

• Provide general clerical assistance to community office

• Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments.

• Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.

• Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis, updating status in Yardi.

• Maintain open communication with Property Manager and Maintenance Technician.

• Contribute to cleanliness and curb appeal of the community on continuing basis.

• Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Property Manager.

• Enforce policies of the community.

• Advise residents of referral concessions (if permitted).

• Assist in placing, removing/updating banners, balloons, bandit signs, flags, etc.

• Distribute newsletters, pamphlets, flyers, etc.

• Assist in conducting market surveys and shop competitive communities.

• Learn and ensure compliance with all company, local, state and federal safety rules.

• Daily review of all emails and respond as necessary within 24 hours.

• Ensures that unsafe conditions are corrected in a timely manner.

Abilities

• Must possess a positive attitude and the ability to smile under all circumstances.

• Participate in training in order to comply with new or existing laws.

• Ability to work a flexible schedule, including evenings and weekends.

• Strong command of the English language, including proper grammar, spelling, and sentence structure.

• Thorough understanding of the English language and ability to communicate effectively with others.

• Strong writing and proofreading skills.

• Neat, clean, professional at all times throughout the workday and/or whenever present at the community.

• Comply with expectations as demonstrated in the employee handbook.

• Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.