Property Management Admin VA

Job Summary

We are seeking a reliable and detail-oriented Real Estate Property Management Virtual Assistant to support the day-to-day administration of a UK-based property portfolio. This role is ideal for someone with a working knowledge of UK property management who can confidently handle communications with tenants, councils, housing associations, and contractors. The ideal candidate is organized, proactive, and comfortable juggling administrative tasks across multiple platforms.

Key Responsibilities

• Manage and prioritize incoming emails to ensure urgent matters are addressed promptly
• Maintain and organize the calendar/diary, ensuring scheduling accuracy and timely reminders
• Communicate professionally with tenants, councils, and housing associations on behalf of the business
• Coordinate with contractors to schedule repairs, compliance checks, and property maintenance
• Make outbound phone calls to contractors to confirm job completion and request photo evidence
• Process expenses, repair quotes, and job approvals through Zoho, including obtaining and submitting three quotes per the established workflow
• Track and manage tasks, projects, and property updates within Asana
• Download photos and documentation from contractors and upload them to the appropriate project management system
• Monitor UK property compliance requirements (EPCs, gas certificates, licensing) and flag items that need attention
• Provide general administrative support across the property portfolio as needed

Mandatory Skills

• Working knowledge of UK property management and basic compliance requirements (EPCs, gas certificates, licensing)
• Hands-on experience with Zoho (CRM and/or expense/workflow management)
• Proficiency with Asana for task and project management
• Strong English communication skills, both written and verbal, with confidence handling phone calls
• Solid email and calendar management experience
• Reliable, detail-oriented, and able to work independently with minimal supervision
• Strong organizational skills with the ability to manage multiple priorities

Preferred Skills

• Familiarity with UK property platforms such as Rightmove, Zoopla, and OpenRent
• Experience using Canva for designing brochures and basic marketing materials
• Basic photo editing skills
• Prior experience working with property managers, lettings agencies, or real estate professionals
• Ability to liaise with contractors and tradespeople in a professional and assertive manner
• Ability to manage multiple projects simultaneously
• *Why Join Us:** This is a great opportunity to join a property-focused team where your work will directly impact the smooth running of an active portfolio. You’ll have the chance to grow into the role, take on additional responsibilities over time, and work closely with a hands-on team that values initiative and reliability. If you enjoy variety, problem-solving, and being the organizational backbone of a busy operation, we’d love to hear from you.

Work Schedule

9AM – 1PM UK time – (PM – Philippine time)