Property Management & Executive Virtual Assistant (Remote)

Property Management & Executive Virtual Assistant (Remote – Philippines)
About Us
We are a growing property management, property investment, and property development company based in Northern Ireland, United Kingdom.
Our business manages over 100 rooms across a portfolio of shared accommodation (HMOs) and is actively involved in property investment, refurbishment projects, property development, and various business ventures within the property sector.
We are looking for a reliable, organised, proactive, and detail-oriented Virtual Assistant to become a key member of our team.
This is a long-term role for someone who wants to grow with the business and take on increasing responsibility over time.
About the Role
This is a varied position that combines property management administration, tenant communications, executive support, project coordination, and general business administration.
You will work closely with the Director and play an important role in helping the business operate efficiently on a day-to-day basis.
No two days will be the same. One day you may be responding to tenant enquiries and arranging viewings, while the next you may be researching suppliers, obtaining quotations, or assisting with a property development project.
We are looking for someone who enjoys variety, takes ownership of tasks, communicates well, and can work independently.

Key Responsibilities
Tenant & Applicant Communication
- Respond to enquiries from prospective tenants via email and property portals.
- Answer questions about available rooms and properties.
- Arrange and schedule property viewings.
- Follow up with applicants and prospective tenants.
- Maintain professional and friendly communication at all times.
- Support tenant onboarding processes.

Property Management Administration
- Prepare tenancy paperwork and documentation.
- Organise and maintain digital records and files.
- Update spreadsheets and internal databases.
- Assist with deposit administration.
- Track tenancy renewals and important dates.
- Assist with referencing and application processes.
- Ensure property records remain accurate and up to date.

Maintenance Coordination
- Log maintenance issues reported by tenants.
- Communicate with contractors and maintenance personnel.
- Schedule repairs and maintenance appointments.
- Track progress of ongoing works.
- Follow up to ensure maintenance issues are resolved.
- Maintain accurate records of maintenance requests.

Executive & Property Development Support
You will provide direct support to the Director across a variety of property-related businesses and projects.
Responsibilities may include:
- Assisting with property development projects.
- Researching suppliers, contractors, products, and services.
- Obtaining quotations and comparing costs.
- Preparing reports and spreadsheets.
- Coordinating with solicitors, surveyors, architects, estate agents, and contractors.
- Organising project documentation and records.
- Managing appointments and diary scheduling.
- Assisting with marketing and advertising tasks.
- Conducting online research.
- Helping implement systems and processes to improve business efficiency.
- Supporting the Director with ad hoc administrative and business tasks.

General Administration
- Managing shared email inboxes.
- Data entry and record keeping.
- Preparing reports when required.
- Calendar management and scheduling.
- Document preparation and organisation.
- Supporting the wider business with administrative tasks.

Essential Requirements
- Excellent written and spoken English.
- Strong organisational skills.
- High attention to detail.
- Professional and confident communication skills.
- Ability to work independently.
- Strong problem-solving abilities.
- Reliable internet connection.
- Quiet and professional working environment.
- Good computer skills.
- Experience using Microsoft Office and/or Google Workspace.
- Ability to manage multiple tasks and priorities.

Preferred Experience
While not essential, experience in any of the following areas would be beneficial:
- Property management.
- Real estate administration.
- Lettings administration.
- Virtual assistant roles.
- Executive assistant roles.
- Customer service.
- Project coordination.
- CRM systems.
- Maintenance coordination.
- Bookkeeping or basic accounts administration.

Working Hours
This role is specifically designed to provide support outside normal UK office hours while still maintaining some overlap with our daytime team.
The successful candidate will primarily work during hours that cover:
- UK evenings and overnight periods.
- Approximately 3:00pm to 11:00pm UK time.
- Weekend coverage (Saturday and Sunday).
A small overlap with standard UK business hours to allow communication and handover with the rest of the team.
Typical duties during these hours will include:
- Responding to tenant and applicant enquiries.
- Scheduling viewings and appointments.
- Following up prospective tenants.
- Coordinating maintenance requests.
- Preparing administrative tasks for the daytime team.
- Ensuring enquiries are responded to promptly outside normal office hours.
- The exact schedule can be agreed with the successful candidate, but we are seeking someone who can provide consistent coverage during evenings, weekends, and other periods when our UK-based team is less available.
There will also be regular communication and handovers with our UK office team to ensure continuity of service and efficient operation of the business.


What We Are Looking For
We value attitude and character as much as experience.
The ideal candidate will be:
- Detail-oriented.
- Reliable and trustworthy.
- Professional.
- Proactive.
- Resourceful.
- Organised.
- Able to think independently.
- Comfortable taking ownership of tasks.
- Interested in property, business, and personal development.

Salary
- Competitive and based on experience.
- Please include your expected hourly rate when applying.
- Application Requirements

To apply, please provide:
- Your CV.
- A short summary of your previous experience.
- Details of any property, real estate, administration, or virtual assistant experience.
- Your expected hourly rate.
- A 60-second video introducing yourself and explaining why you would be a good fit for this role.

Application Test
To demonstrate attention to detail, please begin your application with the following sentence:
"I am detail-oriented and organised."
Applications that do not include this sentence may not be considered.
We look forward to hearing from you and finding someone who can become a valued long-term member of our team.

This role has the potential to grow into an Operations Manager position for the right candidate.