Virtual Assistant – Property Management Administration

Job Title: Virtual Assistant – Property Management Administration (Full-time Regular)

HGI is seeking a reliable, organised, and detail-oriented Full-time Remote Administrative Support Officer to primarily assist our client’s Property Management Team, and occasionally provide support to the office and/or Sales Team with day-to-day tasks.

The successful candidate will help maintain accurate property and tenancy records, coordinate tenancy administration, monitor outstanding tasks, and ensure administrative processes are completed efficiently and on time. This role will work under the direction of the nominated manager and provide essential support to the smooth operation of the property management team.

Key Responsibilities:

• Rental applications: Check applications for completeness, request missing information, follow up tenancy and employment references by email.
• Tenancy documentation: Prepare draft lease agreements, renewals and other tenancy documents using approved templates and instructions for review and authorisation, and email to the tenants as directed.
• Database and records management: Maintain accurate property, tenant, landlord and contractor records in Property Tree, VaultRE and other authorised company systems, whenever instructed by the manager.
• Inspection administration: Schedule inspections and organise reports and photographs supplied by local staff, and email the report to the clients.
• Task tracking on the Systems: Monitor renewals and rent arrears, bills arrears and provide regular progress updates, and send communications to tenants.
• Other general office administrative support: Prepare documents, organise files and assist with other administration tasks from departments, when instructed by manager.
• Other office general tasks, if any, as trained and directed by the manager.
• Maintenance coordination: Log maintenance requests, request quotes as instructed. Once maintenance is approved by the manager, to coordinate appointments with tenants and tradespeople, and follow up progress following the manager’s approval (when the VA becomes familiar and more experienced in her role).
• Basic accounts administration: Assist with invoice entry, supporting documents and payment-status follow-ups as directed (when the VA becomes familiar and more experienced in her role).
• Email correspondence with clients/tenants/other outside parties: Monitor designated inboxes, respond to routine tenant, owner and contractor enquiries using approved instructions, and escalate matters requiring the property manager’s attention (when the VA becomes familiar and more experienced in her role).

Skills & Experience:

• Previous administration or virtual assistant experience; experience supporting an Australian property management business is preferred.
• Experience with Property Tree and VautRE platforms or similar property management and real estate software is an advantage but is not required. The successful candidate must be willing to learn and use the company’s systems.
• Strong written and spoken English and professional email communication.
• Good organisation, time management and attention to detail.
• Proficiency in Microsoft Outlook, Word and Excel.
• Ability to follow procedures, work independently and escalate issues promptly.

Work from Requirements:

• Own laptop or desktop PC with a minimum Intel Core i5 10th Generation processor, 16 GB RAM)
• Secondary monitor to support efficient multitasking.
• Must have 2 stable wired internet connections (1 primary and 1 backup; mobile data not accepted) with at least 10 Mbps download speed.
• Dedicated home office setup with a quiet, private workspace suitable for professional work and online meetings.
• Ability to maintain confidentiality when handling HGI’s company and client information. Must comply with client’s confidentiality agreements, protect clients, owners and tenants’ information, use authorised systems and comply with agreed data security procedures.

Employment Benefits:

• Employment Type: Full-time Regular
• Government-Mandated Contributions: Eligible employees will receive applicable government contributions, including SSS, PhilHealth, and Pag-IBIG, in accordance with applicable regulations.
• Paid Leave Credits: Earn 1.25 days of leave credit per month, based on attendance, starting after completing six (6) months of employment.
• Leave Conversion: Unused leave credits may be converted to cash, up to a maximum of five (5) days, subject to company policy.

Tentative Work Schedule: 9:00AM – 5:30PM