A property management virtual assistant job description should explain the work, the results expected and the decisions the person is allowed to make. “Help with leasing, maintenance, bookkeeping and marketing” is a task list with too little information to attract or assess the right candidate.
BetterWho uses Remote Team Member (RTM) for a long-term remote hire who is part of your core team and owns outcomes. The role can be administrative, specialist or managerial. Use your staffing plan to choose the scope, then write the title and requirements to match it.
The task menu and template below help you build one coherent role. They also show where remote support depends on a local colleague or an authorized decision-maker.
If you are still deciding what a remote colleague could contribute, the introduction to property management virtual assistants explains the working model and where it fits.
Choose tasks that belong together
| Work area | Possible support tasks | Skills and controls | Local or authorized counterpart |
|---|---|---|---|
| Administration | Maintain records, schedule meetings and prepare routine reports | Accuracy, organization and controlled access | Manager approves exceptions and priorities |
| Leasing support | Track inquiries, coordinate appointments and prepare approved information | Clear communication; locally reviewed licensing boundaries | Qualified leasing staff handle regulated activities and decisions |
| Maintenance coordination | Record requests, arrange approved vendors, follow up and collect completion evidence | Triage training, precise records and approval limits | Vendor performs physical work; manager handles exceptions |
| Resident service | Answer approved routine questions and document complaints | Listening, accurate updates and escalation judgment | Property manager or specialist resolves matters outside scope |
| Bookkeeping support | Organize invoices, match records and prepare reconciliation information | Accounting competence and separation of duties | Authorized finance lead reviews adjustments and releases funds |
| Marketing support | Draft content, maintain approved listings and prepare reports | Writing, data accuracy and review process | Manager approves claims, campaigns and regulated advertising |
| Research | Gather current vendor, market or operational information | Source checking and clear summaries | Manager evaluates findings and makes decisions |
These are possible duties, not a statement that every unlicensed assistant can perform them in every jurisdiction. Have the responsible broker or adviser review the actual tasks. For example, California’s Department of Real Estate states that unlicensed assistants cannot perform activities requiring a license and need adequate supervision. Working remotely does not remove those limits.
Copy and adapt this job description
Property Management Operations Assistant — Remote
Role purpose
Support reliable daily property management service by keeping assigned records accurate, coordinating routine follow-ups and making sure unresolved work reaches the appropriate decision-maker.
Reporting relationship
Reports to the designated operations or department manager. Works with leasing, maintenance, resident-service and accounting colleagues within the responsibilities assigned to this position.
Core responsibilities
- Maintain accurate records for assigned requests, including current status, next action and responsible person.
- Communicate approved information clearly and respectfully to residents, owners, vendors or colleagues as the role requires.
- Coordinate appointments and follow-ups through company systems, recording changes and confirming handoffs.
- Identify missing information, overdue commitments and issues outside assigned authority.
- Follow company procedures for data security, access, confidentiality and approvals.
- Document useful workflow clarifications and suggest improvements to the manager.
Decision boundaries
The role follows approved procedures and escalates matters outside its authority. It does not independently approve spending, alter financial records beyond granted permissions, negotiate terms, make screening decisions or provide legal advice unless the final role explicitly authorizes those activities and applicable qualifications and rules permit them.
Required capabilities
Clear job-relevant written and spoken communication; accurate recordkeeping; ability to understand instructions and ask focused questions; reliable follow-through; and confidence learning the company’s software. Add role-specific experience only where the work requires it.
Working arrangement
Specify the actual hours, time zone, required overlap, pay range and currency, lawful employment or contracting arrangement, equipment provision and benefits. State any separate on-call requirement clearly. These details should be completed and reviewed before the job is advertised.
Success measures
Assess the accuracy of assigned work, completion of agreed follow-ups, timely escalation and quality of communication. Use defined measures appropriate to the role and distinguish factors outside the person’s control.
Selection process
Use a structured interview, a short paid exercise with fictional data and appropriate reference checks. Explain timing, payment, required tools and any reasonable assessment accommodations before the exercise.
A completed example: maintenance coordination support
The following fictional role demonstrates how the template becomes more specific. The working hours and compensation arrangements for a real vacancy must reflect the employer’s approved offer.
Maintenance Coordination Assistant
Purpose: Keep routine maintenance requests organized from intake through documented follow-up so residents and vendors receive accurate information.
Manager: Maintenance lead. The operations manager provides backup when the lead is unavailable.
Core work: Record the property, reported issue, access arrangements and contact details. Follow the company’s urgency procedure. Coordinate approved vendor appointments, record resident updates and track outstanding documents. Prepare completed work for review and escalate exceptions.
Quality checks: Compare the invoice description with the authorized scope and available before-and-after photographs. Flag discrepancies; do not assume a photo proves every part of the repair is satisfactory. Keep complaint records connected to the original work order so repeated problems are visible.
Authority: May request missing information and arrange work within an approved process. May not authorize new spending outside the property-specific record, promise a resident credit, release payment, diagnose hazards or close a disputed repair without review.
Local relationship: Approved vendors perform inspections and repairs. The coordinator ensures the resulting evidence and updates reach the manager and resident through the agreed workflow.
Readiness evidence: Can create a complete fictional ticket, identify an urgent escalation, write an accurate update and hand over unresolved work with a clear next action. Software familiarity is helpful, but the company teaches its own configuration and procedures.
Initial success: Assigned records contain the required facts; promised updates are completed; missing approvals are visible; completed work passes the manager’s quality review. Targets are set after the company establishes a realistic baseline.
This role does not also own social campaigns, payroll or business development. If those are your largest gaps, write a different role rather than adding them because the person works remotely.
Set permissions before handing over work
Translate the job description into system access and approval rules. A bookkeeping assistant may prepare an invoice record without having permission to change vendor bank details or release a payment. A leasing assistant may organize documentation while an authorized person handles the decision.
Emergency work needs an explicit route. Give staff locally reviewed instructions for identifying and escalating urgent reports, a live contact and a backup. Do not ask a remote assistant to walk residents through hazardous repairs simply because they answer the phone.
Data access should follow the job. Keep screening reports, financial records and other sensitive material restricted to those who need them. Removing unnecessary access protects the business and makes the person’s responsibilities easier to understand.
Use the description throughout hiring and onboarding
Compare candidates against the same role requirements. The interview questions and scorecard help turn broad skills into evidence. The first-hire guide covers readiness, sourcing and onboarding, while the cost guide helps budget beyond base pay.
Review the description when responsibilities change. If the person begins supervising colleagues or owning a more complex process, update authority, measures and compensation rather than letting the role expand informally.
If you need help recruiting for the role you have defined, explore RTM Direct.