Property Management Assistant and system devellopper

Overview

We are hiring a highly experienced Virtual Assistant who is advanced in AppFolio and understands day-to-day property management operations. This role is for someone who can organize the company, keep the portfolio running smoothly, and handle tenant/landlord communications and notices with professionalism and urgency.

If you’ve worked inside property management and you know how to keep everything clean, documented, and moving—this is for you.

Core Responsibilities
AppFolio Operations (Must Be Strong)

Manage and maintain AppFolio records: tenants, owners, vendors, units, leases, charges, work orders, documents

Post rents, fees, credits, move-in/move-out charges, and coordinate ledger accuracy

Run basic reports (rent roll, delinquency, owner statements, work order status)

Ensure leases, addendums, and documents are properly uploaded and organized

Maintain clean task pipelines and follow-ups inside AppFolio

Tenant & Landlord Communication

Respond to tenant and landlord messages via phone, email, and AppFolio portal in a professional tone

Provide updates on maintenance, rent status, notices, lease renewals, and move-out procedures

Escalate urgent issues to management with clear summaries + recommended next steps

Notices & Compliance Support

Draft and send notices such as:

Late rent / pay or quit (as directed by management)

Lease violations / cure notices

Entry notices for maintenance/inspections

Renewal offers and non-renewal notices (as directed)

Keep notice logs and ensure documentation is saved correctly

Follow established templates and ensure correct dates, addresses, and formatting
(You don’t need to be an attorney—just accurate and consistent.)

Maintenance Coordination

Triage maintenance requests, collect details/photos, and ensure proper categorization

Schedule vendors, coordinate access, send entry notices, and update tenants/owners

Track work orders from start to completion, confirm invoices, and request approvals when needed

Organization & Process Improvement

Create and maintain a clean operational structure:

Templates, folders, tracking logs, and weekly follow-up lists

Build simple SOPs/checklists for recurring tasks (renewals, move-outs, delinquencies, vendor onboarding)

Identify gaps, bottlenecks, and missing info and proactively fix them

Required Qualifications (Non-Negotiable)

2+ years in residential property management operations

Advanced AppFolio experience (not “I’ve seen it before” — you must be able to operate it confidently)

Strong writing skills for tenant/owner communication and notices

Organized, detailed, and able to manage multiple ongoing tasks without dropping the ball

Fast response time and consistent follow-through

Comfortable speaking with tenants professionally and firmly when needed

Preferred Qualifications

Experience with Florida property management (nice to have)

Experience coordinating vendors and maintenance workflows

Familiarity with property management compliance processes (notices, renewals, delinquency workflows)

Bilingual (English/Creole or English/Spanish) is a plus

Performance Standards (How We Measure Success)

Inbox response times are fast and professional

AppFolio stays clean and updated (no missing docs, sloppy ledgers, or loose ends)

Notices go out correctly and on time

Maintenance requests don’t sit idle—everything is tracked and communicated

Owners feel informed, tenants feel managed, and the company feels organized

Tools You Must Be Comfortable With

AppFolio (expert level)
quickbooks
Google Workspace (Docs, Sheets, Drive)

Email + phone/text communication
Optional: CRM/task tools (if we add them)