Virtual Assistant – Property Management Support

a residential and commercial real estate firm managing approximately 200,000 SF across 100+ doors in the Indianapolis and surrounding markets. We are seeking a detail-oriented Virtual Assistant to support our Leasing and Maintenance departments with day-to-day administrative, coordination, and communication tasks.

The ideal candidate is organized, proactive, and comfortable operating in a fast-paced property management environment. This role is designed to allow our on-site team to focus on high-value activity while the VA manages routine processes, tenant communications, vendor coordination, and reporting functions.

LEASING DEPARTMENT RESPONSIBILITIES
Prospective Tenant & Inquiry Management
Respond to all inbound leasing inquiries (email, phone, and online) within our required response times to ensure no lead goes cold.
Qualify prospective tenants by collecting preliminary information and documenting in the CRM or property management software
Track and update the leasing pipeline; flag stalled leads for agent review

Application Processing & Tenant Onboarding
Distribute rental applications and collect completed documentation from applicants
Verify completeness of application packages; coordinate with applicants on missing items
Initiate background and credit screening requests; track results and communicate status to leasing team
Prepare and send lease drafts from approved templates for agent review
Coordinate lease execution via DocuSign
Issue welcome packets, move-in checklists, and utility transfer instructions to new tenants
Create and maintain tenant files in property management software (Rentvine).

Lease Administration & Renewals
Track lease expiration dates and generate 90/60/30-day renewal reminder reports
Send renewal notices and collect tenant intent to renew or vacate
Prepare renewal documentation and route for review and execution
Update lease data, rent escalation schedules, and tenant contact records in the system
Maintain accurate vacancy reports and availability matrices for internal and marketing use

Marketing & Listing Support
Post and update vacancy listings on through Rentvine
Maintain listing accuracy (square footage, rent, photos, availability dates) across all channels
Compile monthly leasing activity summaries and occupancy reports for management review
Coordinate photography scheduling, virtual tour links, and marketing collateral updates
Update owners on status of vacant homes weekly

MAINTENANCE DEPARTMENT RESPONSIBILITIES
Work Order Intake & Coordination
Receive, log, and categorize inbound maintenance requests from tenants, staff, and property inspections
Enter all work orders into the property management system with proper priority classification (emergency / urgent / routine)
Confirm receipt of maintenance requests to tenants with estimated response windows
Route work orders to the appropriate in-house technician or approved vendor based on type and location
Follow up with vendors to confirm scheduling and communicate appointment windows to tenants

Vendor & Contractor Management
Maintain the approved vendor and contractor database (contacts, licensing, insurance, trade specialty)
Request and track certificates of insurance for all active vendors; flag expirations
Solicit bids for routine repairs, capital projects, or recurring services per defined thresholds
Issue purchase orders and work authorizations per established approval levels
Track open POs and confirm vendor completion before routing invoices for approval

Work Order Tracking & Tenant Communication
Monitor the status of all open work orders and escalate overdue items to the maintenance supervisor
Send tenant status updates at key milestones: scheduling confirmed, work in progress, work complete
Distribute post-maintenance satisfaction surveys and log tenant feedback
Document completed repairs with notes, photos, and invoices in the work order record
Compile weekly maintenance status reports for management (open, closed, aging, and cost-by-property)

Preventive Maintenance Scheduling
Maintain and execute the preventive maintenance calendar for all properties
HVAC filter changes, inspections, and tune-ups
Roof, gutter, and exterior inspections (seasonal)
Fire safety, sprinkler, and extinguisher inspections
Elevator certifications and service agreements
Parking lot and common area condition checks
Notify tenants in advance of scheduled maintenance access per lease requirements
Log all PM completions and update asset maintenance history in the system

Invoice & Cost Tracking
Receive vendor invoices; match to approved work orders or POs
Flag discrepancies, overages, or unapproved charges for management review
Code invoices to correct property, unit, and GL category before routing for payment approval
Maintain a maintenance cost tracker by property for budget monitoring purposes

BUSINESS DEVELOPMENT & OWNER PROSPECTING RESPONSIBILITIES
Prospecting & Lead Generation
Research and identify prospective property owners and investors within target markets (Indianapolis and surrounding areas) using public records, CoStar, county assessor databases, LinkedIn, and other sources
Build and maintain a prospecting list segmented by asset class (office, retail, industrial, mixed-use, residential, multifamily residential, etc.), ownership type, and geographic submarket
Identify owner pain points through research signals: high vacancy, deferred maintenance, absentee ownership, recent transfer, or management turnover
Conduct outreach via email, LinkedIn, or direct mail on behalf of the Managing Partner using approved templates and messaging sequences - ---------- & ----------
Log all prospecting activity, outreach history, and follow-up status in the CRM (pipeline stage, contact details, notes, next action)
Track and report weekly prospecting metrics: contacts added, outreach sent, responses received, and meetings booked

Outreach Campaigns & Follow-Up Sequences
Execute multi-touch outreach sequences (email + LinkedIn + follow-up cadence) for warm and cold prospects per approved playbook
Personalize outreach templates with property-specific or owner-specific details to improve response rates
Monitor reply rates and flag positive responses immediately for Managing Partner review and handoff
Re-engage dormant prospects at defined intervals (30/60/90-day touchpoints) with updated market data or relevant content
Draft and send value-add content to prospects (market reports, cap rate snapshots, management fee comparisons) per approved materials
Maintain opt-out and do-not-contact lists; ensure all outreach complies with CAN-SPAM and applicable communication standards

Discovery Call & Meeting Scheduling
Respond promptly to all prospect replies expressing interest; qualify intent and readiness before scheduling
Book discovery calls and introductory meetings directly on the Managing Partners' calendar using the approved scheduling tool (Zoom Scheduler)
Confirm preferred meeting format (phone, Zoom, or in-person)
Send calendar invites with agenda, dial-in or video link, and relevant background on the prospect
Include a pre-meeting intake form where appropriate to gather client business, portfolio size, current management situation, and ownership goals
Send confirmation and reminder communications to prospects 24 to 48 hours before scheduled meetings
Reschedule canceled or no-show appointments within 24 hours and document in the CRM
Prepare and distribute a brief pre-call summary for the Managing Partner before each meeting (property details, ownership history, known context, and talking points)

CRM & Pipeline Maintenance
Maintain clean, current records for every prospect in the CRM: contact info, property details, outreach history, pipeline stage, and next action date
Move prospects through pipeline stages accurately: Identified, Contacted, Engaged, Meeting Booked, Proposal Sent, Closed/Won/Lost
Flag high-priority opportunities or warm responses for same-day Managing Partner notification
Generate a weekly prospecting pipeline report summarizing new contacts, stage movements, meetings booked, and conversion metrics
Archive or remove inactive contacts per defined criteria; maintain list hygiene and data accuracy
Coordinate handoff documentation when a prospect converts to a new management agreement (contact info, property details, notes, agreement terms)

Market Research & Target List Development
Pull ownership data from county assessor records, CoStar, and public databases to identify underserved or at-risk properties in target markets
Research ownership entities (LLCs, trusts, private investors) to identify decision-makers and contact information
Monitor market signals relevant to prospecting: property sales, permit activity, management company changes, foreclosure filings, and significant vacancy changes
Compile competitive intelligence on other property management companies (fee structures, service offerings, client reviews) to support the Managing Partners positioning conversations
Assist with preparation of pitch materials, one-pagers, and capabilities summaries for prospecting meetings as directed

GENERAL ADMINISTRATIVE RESPONSIBILITIES
Manage shared inboxes and route communications to the appropriate tea ---------- mber
Maintain organized digital filing systems for leases, vendor contracts, work orders, and correspondence
Draft and format internal reports, owner updates, and tenant notices from provided templates or outlines
Prepare meeting agendas and compile supporting documentation for weekly tea ---------- etings
Track key dates, deadlines, and action items; send proactive reminders to the responsible party
Assist with data entry, system updates, and records maintenance across property management platforms
Support the team with special projects, research, and process documentation as assigned

REQUIRED QUALIFICATIONS
2+ years of experience in property management, real estate administration, or a closely related field
Proficiency with at least one property management platform (Aptly, AppFolio, Yardi, Buildium, Rentvine or similar)
Demonstrated experience with work order management and tenant communication workflows
Strong written and verbal communication skills; professional tone in all tenant and vendor correspondence
Highly organized with ability to manage multiple priorities and track details across many properties simultaneously
Proficient in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)
Comfortable with digital document execution platforms (DocuSign, Adobe Sign, Dotloop, etc.)
Self-directed and reliable; able to work independently with minimal daily supervision

PREFERRED QUALIFICATIONS
Familiarity with residential and commercial real estate leasing (office, retail, industrial) preferred
Experience supporting a multi-property portfolio or managing tasks across multiple buildings
Background in vendor coordination, contractor management, or facilities support
Experience with CRM or pipeline tracking tools (Trello, Aptly, Leadsimple, HubSpot, or similar)
Exposure to AI productivity tools and workflow automation (Zapier, Make, or similar)
Bilingual (English/Spanish) a plus

TOOLS & SYSTEMS USED
Category
Tools / Platforms
Property Management
Aptly, AppFolio, Yardi, Buildium, Rentvine
Communication
Gmail, Google Meet, Slack, Zoom Video & Phone/VoIP
Document Management
Google Drive, Rentvine
Document Execution
DocuSign, Adobe Sign
Listings / Marketing
CoStar, LoopNet, Zillow, Tenant Turner, MIBOR, ICBR
Project & Task Tracking
Aptly, Rentvine, Trello, Notion
Automation / Workflow
Zapier, Make (Integromat), Aptly, ----------
CRM / Pipeline
---------- ; Salesforce
Office Suite
Google Workspace


SUCCESS METRICS (90-Day Targets)
All inbound leasing inquiries responded to within defined SLA (target: same business day, max 48 hours)
Work order intake logged and routed within 2 hours of receipt for routine items; immediately for emergencies
Vendor COI database 100% current (no expired certificates)
Lease expiration report maintained with 90-day rolling accuracy
Preventive maintenance calendar executed on schedule with less than 10% task slippage
Zero tenant-reported communication gaps on maintenance or leasing status updates