Leasing and Maintenance VA

The Leasing and Maintenance VA is a highly skilled and experienced individual to manage both leasing and maintenance coordination tasks. The ideal candidate must have 1-2 years of proven experience with AppFolio. This role requires exceptional organizational, problem-solving, and communication skills to support efficient operations and drive tenant satisfaction.

DUTIES AND RESPONSIBILITIES:

Maintenance Coordination

• Perform In-phone Troubleshooting and update Work Orders with added information
• Schedule and coordinate maintenance tasks to ensure timely work-order completion
• Communicate directly with tenants about maintenance schedules and updates.
• Track hours spent on maintenance tasks to gather data on efficiency and costs.
• Coordinate with internal team members and third-party vendors to ensure maintenance tasks are completed to standards.

Rental Applications:

• Review, process, and evaluate rental applications.
• Verify tenant information, including background checks, credit scores, and references.
• Ensure compliance with rental policies and legal requirements.

Lease Management:

• Prepare, send, and track lease agreements and renewals.
• Follow up with tenants for signatures and maintain signed leases in the system.
• Coordinate move-in schedules and key handovers.

Property Marketing:

• Post and update vacant property listings across multiple platforms.
• Respond to inquiries and provide details about available units.
• Schedule and facilitate property tours, including self-guided and in-person options.

Tenant Communications:

• Handle inquiries related to applications, lease agreements, and tenancy.
• Communicate move-in and move-out procedures.
• Address tenant concerns promptly and escalate as necessary.

Daily and Periodic Reporting:

• Prepare daily activity reports summarizing application reviews, leases signed, tours conducted, and other key metrics.
• Track and update marketing efforts, tenant communications, and leasing milestones.

Delinquency Management:

• Monitor tenant delinquency using software like Appfolio.
• Contact tenants with outstanding balances via email, text, or phone.
• Prepare and send eviction packets
• Offer payment plans or escalate cases to the property manager for further action.

File and Document Management:

• Organize and store application documents, lease agreements, and tenant communications in appropriate systems.
• Convert, save, and share documents (e.g., convert to PDF if necessary).
• Verify the accuracy and completeness of shared files and manage duplicate or missing documents.

Administrative Support:

• Maintain a calendar of leasing activities, appointments, and deadlines.
• Coordinate with team members and property managers to ensure smooth operations.
• Generate and send tenant-related notices as required.

Compliance and Policy Adherence:

• Ensure all tenant communications and lease terms align with local regulations.
• Follow established Standard Operating Procedures (SOPs) for delinquency management, leasing, and tenant engagement.

Issue Escalation:

• Identify and escalate unresolved issues to the property manager.
• Document and track issues requiring higher-level interventions, such as legal actions.

Requirements:
Experience with AppFolio: Minimum of 1-2 years working with AppFolio is required. Candidates should have advanced familiarity with the platform, particularly in managing maintenance workflows and tenant communications. [This is a strict requirement]

Communication Skills: Strong verbal and written communication skills for effective interaction with tenants, team members, and vendors.

Organizational Skills: Proven ability to manage and prioritize multiple tasks efficiently.

Technical Proficiency: Experience using property management systems, general proficiency in MS Office Suite or Google Workspace, and familiarity with tracking and reporting tools.

Preferred Qualifications:

• Strong background in property management and customer service.
• Excellent communication skills, as the VA will be handling both inbound and outbound calls
• Experience in vendor coordination and task scheduling.
• Familiarity with tenant relations and property maintenance processes.

• Self-motivated and proactive with a solution-oriented mindset.
• Creative thinker who can produce engaging and impactful marketing content.
• Detail-oriented and analytical, with a focus on delivering results.
• Strong time management skills to effectively meet deadlines

Benefits:
• PTO Credits
• HMO Benefits