Virtual Property Management Operations Manager

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

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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-ups
• 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
• Microsoft Office / Microsoft 365 – Outlook, Excel, Word
• Zoom – Meetings with residents, vendors, and internal team
• Cloud File Storage – Google 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

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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

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