CPT-11775 Property Management & Operations Virtual Assistant

Title: CPT-11775 Property Management & Operations Virtual Assistant

Independent Contractor – CPT-11775 Property Management & Operations Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A New York-based real estate professional operating a property management and operations business is seeking a highly organized Business Support VA to assist with the day-to-day administration of her property portfolio.

The VA will help coordinate tenant work orders, communicate with vendors and contractors, organize leases, deeds, property files, violations, and inspection notices, maintain important court and legal dates, and provide basic QuickBooks Online support.

The client operates in a fast-paced environment and needs someone who can manage multiple properties, tenants, vendors, deadlines, and administrative priorities. The strongest fit will have property management or real estate operations experience combined with familiarity with legal processes and documentation. Candidates coming from a legal administrative background involving real estate, landlord-tenant matters, or property management should also be strongly considered.

This is an operational support position. The VA will help organize and track legal matters but will not provide legal advice or independently handle legal work. The client’s attorneys will remain responsible for legal decisions and documentation.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Property Management & Tenant Support

• Assist with day-to-day administrative support across the client’s property portfolio
• Monitor and organize tenant requests and property-related issues
• Help transition tenants into the client’s property management system and work-order process
• Track open work orders and ensure requests continue moving toward resolution
• Maintain organized records of tenant communications, property activity, and outstanding items
• Escalate urgent or sensitive tenant matters to the client when necessary

Work Order & Vendor Coordination

• Coordinate work orders between tenants, contractors, vendors, and the client
• Send contractors and vendors the information needed to complete assigned work
• Follow up on scheduling, completion status, receipts, and supporting documentation
• Track unresolved maintenance items and outstanding vendor responses
• Keep the client informed of important issues or delays

Legal & Court Administrative Support

• Maintain calendars for court appearances, eviction-related dates, hearings, and other legal deadlines
• Track case-related administrative information provided by the client or attorney
• Organize judgments, notices, violations, inspections, and other property-related legal correspondence
• Coordinate routine information and documentation with the client’s attorneys
• Maintain organized legal and property files
• Escalate legal questions and decisions to the client or attorney

Property Files & Document Management

• Organize leases, deeds, property records, receipts, notices, and other documentation
• Maintain consistent digital filing systems across properties
• Process scanned mail and electronically received documents
• Properly label and organize violations, inspection notices, legal correspondence, and other incoming documents
• Help transition paper-based processes into organized digital workflows
• Ensure important documents and deadlines are not overlooked

QuickBooks & Expense Tracking

• Enter property-related transactions into QuickBooks Online
• Track expenses by the appropriate property or bank account
• Maintain organized receipts and supporting documentation
• Assist with basic reconciliation when comfortable and qualified
• Prepare organized financial records for the client’s accountant when more advanced accounting work is required

Administrative & Operations Support

• Assist with email, scheduling, follow-up, and recurring operational tasks
• Maintain task lists and important deadlines across the portfolio
• Help create and follow repeatable workflows for recurring property management responsibilities
• Provide organized updates on outstanding work orders, legal dates, vendor items, and administrative priorities
• Take on additional operational responsibilities as the client’s systems and team continue to develop

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Property management, real estate operations, legal administrative, or comparable business support experience required
• Strong written and verbal English communication required
• Strong document organization and file-management skills required
• Experience managing deadlines, calendars, and follow-up required
• Ability to work accurately in a fast-paced environment required
• Strong attention to detail and independent follow-through required
• Property management or real estate operations experience strongly preferred
• Legal administrative experience involving real estate, landlord-tenant matters, evictions, court processes, or property-related legal work strongly preferred
• Experience coordinating tenants, vendors, contractors, or work orders strongly preferred
• QuickBooks Online experience preferred (Training Provided)
• Basic bookkeeping or transaction-entry experience preferred
• New York real estate or property management experience a plus

IDEAL CANDIDATE PROFILE

• Highly organized and comfortable working in a fast-paced environment
• Experienced with property management, real estate operations, legal administration, or a closely related field
• Strong attention to detail with dates, documents, and follow-up
• Comfortable communicating with tenants, vendors, contractors, attorneys, and the client
• Able to manage multiple properties and competing priorities simultaneously
• Proactive about deadlines and unresolved items
• Comfortable learning the client’s specific property management processes and systems
• Able to distinguish routine administrative work from matters requiring attorney or management involvement

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Property Management Software – Client System (Training Provided)
• QuickBooks Online
• Email & Calendar Platforms
• Microsoft Office / Google Workspace
• Cloud Document & File Management Systems
• Phone / VoIP Communication Platforms (As Needed)

Work Schedule

• Contracted Hours per Week: 36 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Monday through Thursday, 9 AM–5 PM, and Friday, 9 AM–1 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 36 hours/week
• Daily Working Time: Monday through Thursday, 9 AM–5 PM, and Friday, 9 AM–1 PM EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A–B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!