Property Management Support

Job Description: Front-Line Virtual Assistant (Property Management Administration)
Role Overview
The Front-Line Virtual Assistant (VA) operates within a dedicated, high-performing 3-person overseas administrative hub ("The Pod"). The primary objective of this role is to completely own and execute the end-to-end administrative lifecycle for three UK-based Portfolio Managers (PMs). By taking full ownership of maintenance logistics, contractor coordination, and essential tenancy documentation, the Front-Line Hub ensures the agency delivers a seamless, highly responsive service to landlords and tenants while supporting overall business growth under a Portfolio Management model.

Key Responsibilities
1. Maintenance & Repairs Management
Repairs Diagnosis: Review incoming tenant maintenance requests to accurately diagnose the root cause and determine the appropriate course of action.

Arrangement & Scheduling: Coordinate directly with approved contractors to arrange repair visits, ensuring minimal disruption to tenants.

Progress Chasing: Actively chase contractors to ensure jobs are completed within agreed timeframes and updates are communicated back to the PMs.

Maintenance Administration: Keep the property management software fully updated with job statuses, notes, and compliance logs.

2. Contractor & Financial Admin
Contractor Chasing: Follow up with contractors post-job to obtain outstanding invoices, certificates, and job completion reports.

Invoice Processing: Review and process contractor invoices accurately, ensuring they match approved quotes before passing them to the finance team.

3. Tenancy & Portfolio Support
Deal Sheets: Process incoming deal sheets from the lettings team efficiently to initiate new tenancy setups or handovers.

Rent Review Administration: Prepare and distribute rent review documentation and correspondence in line with statutory timelines and landlord instructions.

Tenant Requests: Manage administrative workflows for specific tenant inquiries, such as formal pet requests, ensuring all necessary agreements and conditions are documented.

Key Working Relationships
The Pod: Collaborate daily with fellow front-line overseas VAs to balance workloads and maintain continuous administrative coverage.

Portfolio Managers (UK): Provide direct administrative support to the three UK-based PMs, acting as their backend operational engine.

Contractors & Tenants: Serve as a reliable, professional administrative point of contact via email and system communications.

Role Requirements & Skills
Property Management Experience: Prior experience in property management administration, maintenance coordination, or estate agency support is highly advantageous.

Exceptional Organizational Skills: Ability to manage a high volume of administrative tasks simultaneously without sacrificing accuracy or attention to detail.

Strong Communication: Clear, professional written communication skills for interacting with UK-based colleagues, tenants, and contractors.

Tech-Savvy: Proficiency in property management software (SME/Property Tree/similar CRM platforms) and digital communication tools.

Collaborative Mindset: A team player who thrives in a fast-paced, shared-responsibility "pod" environment.