Property Management Assistant – Freelance, Remote

Property Management Assistant – Freelance, Remote

Company: Magic Location: Philippines (Remote) Employment Type: Full-time, Freelance Compensation: $7.00 / hour

About the Role

A boutique real estate and property management firm based in California is seeking a proactive and detail-oriented Property Management Assistant to manage day-to-day operations. This role is crucial for streamlining workflows, improving response times to tenants and investors, and ensuring operational excellence. You will work closely with the primary operator, presenting clear decision options for approval while maintaining accurate records and timely reporting.

Key Responsibilities

• Property Management Operations:
  • Manage daily property management tasks end-to-end, proactively identifying and resolving issues.
  • Present decision options and recommendations for approval to the primary operator.
• Tenant and Investor Communications:
  • Handle inbound and outbound communications, including after-hours inquiries within your coverage window.
  • Triage, resolve, or escalate items with clear context and proposed solutions.
  • Maintain professional, empathetic, and timely responses.
• Systems, Records, and Paperwork:
  • Maintain accurate records in Buildium, including leases, notices, and document repositories.
  • Prepare and track lease paperwork, renewals, move-in/move-out documentation, and administrative reporting.
  • Ensure data hygiene, consistent file naming, tagging, and version control.
• Workflow Optimization:
  • Audit current property management workflows in Trello and Buildium, identify bottlenecks, and propose improvements.
  • Implement streamlined boards, checklists, service level agreements (SLAs), and decision trees.
  • Partner with the primary operator to align workflows with business goals.
• Compliance, Reporting, and Vendor Coordination:
  • Support routine reporting, reminders, and compliance-related tasks.
  • Coordinate with vendors and service providers, tracking work orders and status in Buildium.
  • Surface risks, exceptions, and timeline slips early with recommended actions.

Requirements

• Proven prior property management experience.
• Hands-on experience with Buildium.
• Proven client-facing communication skills with tenants, investors, and vendors.
• Demonstrated autonomy and problem-solving abilities in a fast-paced, small-team environment.
• Proficiency in Buildium; working knowledge of Trello and Google Workspace.
• Experience with inbox/queue management, document control, and basic reporting.
• Skills in process mapping, checklist/SOP creation, SLA management, and prioritization.
• Clear written and verbal communication skills, with empathy and professionalism.
• An ownership mindset, urgency, proactive problem-solving, reliability, and follow-through.

Work Setup & Schedule

• Work Model: Fully remote.
• Hours: 40 hours per week, Monday–Friday, 12:00 pm–8:00 pm Pacific Time.
• Equipment: You must provide your own computer (Intel Core i5 or equivalent/higher, 8GB RAM minimum), a headset with a noise-canceling microphone, a webcam, and a reliable internet connection (at least 40MBPS). A backup computer and internet connection are required.
• Workspace: A quiet, dedicated workspace at home is essential.

What We Offer

• Compensation: $7.00 per hour.
• Contract: Freelance.
• Note: No benefits package is included.