Property Management VA

Position Overview

Excello is hiring a detail-oriented and highly organized Property Management Virtual Assistant to support one of our U.S.-based property management clients.

This role is responsible for providing administrative and leasing support to ensure smooth daily operations, accurate documentation, and strong coordination between prospects, residents, and the leasing team.

We are looking for someone structured, proactive, and comfortable working in a fast-paced environment.

Key Responsibilities

Leasing & Documentation Support

• Review lease applications and supporting documentation for accuracy and completeness

• Verify income documentation, employment records, references, and credit information

• Maintain organized digital files for all leasing-related documentation

• Follow up on missing or incomplete information

• Ensure all required lease agreements, disclosures, and addendums are properly executed and filed

• Conduct periodic file audits to ensure compliance readiness

Appointment & Calendar Management

• Schedule property tours, application appointments, and lease signings

• Coordinate availability between prospects and leasing team members

• Send confirmations and appointment reminders

• Manage calendar updates, rescheduling, and conflicts

• Track showing activity and follow-ups within the property management system

Client & Prospect Support

• Respond to prospect inquiries via phone, email, and online platforms

• Provide information regarding availability, rental rates, policies, and amenities

• Assist with processing rental applications and move-in coordination

• Support lease renewals and resident communications

• Serve as backup support for leasing agents when needed

Administrative Support

• Maintain accurate records in the property management system

• Prepare leasing activity reports as required

• Update availability reports and marketing materials

• Process application fees and security deposits according to company procedures

Qualifications

Experience

• 1–2 years of experience in administrative support, customer service, property management, or real estate preferred

• Experience working with U.S.-based clients is a plus

• Experience with property management software is preferred

• Real estate experience is a plus but not required. Training can be provided

Skills

• Strong attention to detail and document review skills

• Excellent written and verbal English communication skills

• Spanish bilingual is a plus

• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace

• Strong organizational and multitasking abilities

• Professional phone and email communication

• Ability to work independently with minimal supervision

• Proactive and solution-oriented mindset