Job Description
Virtual Property Manager / Property Management Operations Coordinator Immediate Hire | Immediate Start | Immediate Need We are seeking a highly motivated, organized, and self-directed Virtual Property Manager to support and manage the day-to-day operations of a growing real estate property management business. This is an immediate need for someone who can step in quickly, take ownership, and manage operations with minimal oversight. This role requires a professional who is independent, proactive, detail-oriented, and comfortable managing all aspects of property management operations—from resident communication and task coordination to system management and follow-through.
The right candidate is confident interacting with residents, vendors, and internal stakeholders across multiple channels and understands the importance of timely, professional communication. ⸻ What We Are Seeking We are looking for someone who: • Is available to start immediately • Works independently and manages responsibilities without micromanagement • Thinks ahead, identifies issues, and proposes solutions • Can manage all administrative and operational aspects of property management • Is comfortable coordinating people, systems, and deadlines • Communicates clearly, professionally, and consistently • Takes ownership and ensures tasks are completed end-to-end ⸻
Key Responsibilities Property Management Operations • Manage daily administrative and operational tasks across multiple residential properties • Support leasing activity, renewals, move-ins, and move-outs • Maintain accurate and well-organized digital records • Assist with compliance tracking, inspections, and documentation Task & Workflow Management (ClickUp) • Manage workflows in ClickUp, including task creation, prioritization, follow-up, and completion • Track deadlines, recurring tasks, and dependencies • Maintain dashboards, checklists, and SOPs • Ensure accountability and visibility across all assigned work ⸻ Buildium Platform Responsibilities (Critical) Experience with Buildium is strongly preferred and considered a core function of this role.
The Virtual Property Manager will work extensively inside Buildium on a daily basis, including: • Managing resident and lease profiles • Tracking move-ins, move-outs, renewals, and notices • Coordinating and documenting maintenance requests • Communicating with residents and vendors through the platform • Uploading and organizing documents, photos, and correspondence • Reviewing ledgers, rent postings, charges, and basic financial activity • Generating and tracking notices, reports, and operational data Accuracy, consistency, and attention to detail in Buildium are essential, as the platform serves as the system of record for property operations.
⸻ Vendor & Maintenance Coordination • Coordinate maintenance requests from intake to completion • Communicate with vendors, schedule service, and track progress • Collect invoices, photos, and documentation • Ensure work completion is confirmed and properly documented ⸻ Resident Communication & Engagement (High Priority) Strong communication skills are critical to success in this role. The Virtual Property Manager will regularly interact with residents using multiple channels, including: • Zoom meetings for discussions, issue resolution, and walkthroughs • Phone calls for real-time coordination and follow-bolthires • Written communication via email and property management platforms
The candidate must be comfortable speaking with residents in a professional, calm, and empathetic manner, while also enforcing policies and expectations clearly.
Timely responses, clear explanations, and consistent follow-through are essential to maintaining a positive resident experience. ⸻ Financial & Administrative Support • Assist with invoice tracking, approvals, and documentation • Support bookkeeping and reporting workflows as assigned • Track rent-related issues, notices, and internal reporting • Maintain organized digital filing systems and naming conventions ⸻ Tools & Technology Environment
This role operates in a fully digital environment. Comfort navigating multiple systems is required.
• ClickUp – Task management, workflows, and accountability • Buildium – Core property management platform • bolthires Office / bolthires 365 – Outlook, Excel, Word • Zoom – Meetings with residents, vendors, and internal team • Cloud File Storage – bolthires Drive, Dropbox, or Box • PDF Tools – Adobe Acrobat or similar ⸻
Required Skills & Qualifications • Proven experience in property management or real estate operations • Hands-on experience with Buildium strongly preferred • Excellent verbal and written communication skills • Comfortable speaking with residents via phone and video • Highly organized with strong follow-through • Able to work independently in a remote environment • Tech-savvy and adaptable ⸻ Availability & Start Time • Immediate availability required • Immediate hire and onboarding • Long-term opportunity for the right candidate ⸻ What We Offer • Immediate integration into active operations • Clear systems, tools, and expectations • Opportunity to take ownership and grow with the business • Professional, structured, and supportive environment Apply tot his job