Assist World

Property Management Administrative Assistant

Assist World

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇿🇦 South Africa

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Salary

💰 $1,100 per month

Job Level

Mid-LevelSenior

About the role

  • Act as a central administrative point of contact for a large residential community and the management office.
  • Respond to and manage homeowner/tenant inquiries via email and phone, ensuring timely, professional communication.
  • Coordinate with on-site maintenance staff and vendors: Log and track maintenance requests, Follow up on work completion and update records.
  • Assist with community communications, including notices, reminders, and updates.
  • Enter and track invoices in the property management system; ensure all bills are captured and routed correctly.
  • Assist with meeting logistics: Scheduling board and community meetings, Preparing agendas and supporting documents, Taking and formatting meeting notes/minutes.
  • Maintain and update records, files, and shared drives to keep information organized and accessible.
  • Support the property manager with weekly routines and checklists (e.g., Monday tasks, mid-week follow-ups, end-of-week reporting).
  • Work inside property management software (AppFolio and/or Buildium) to: Update resident records, Log communication and activities, Track violations, work orders, and follow-ups.
  • Use Monday.com (or similar project management tool) to: Build and maintain tasks, boards, and workflows, Assign and track status of recurring duties and ad-hoc projects.
  • Coordinate with the external bookkeeper, providing invoice details, coding information, or basic QuickBooks context when needed.
  • Support email campaigns and mass communication using tools like Mailchimp or LeadSimple (or similar): Set up lists, segments, and templates, Schedule recurring newsletters, updates, or notices.
  • Help manage lead and contact lists (prospective tenants, potential clients, previous inquiries) and keep them warm via periodic communication.
  • Draft and refine written content (emails, simple blog/content pieces, community updates) using clear, professional English.
  • Help document and refine SOPs for recurring tasks (weekly, monthly, quarterly processes).
  • Use AI tools (ChatGPT and other AI systems) to: Research basic information, Draft communication templates, Brainstorm content ideas or improve wording.
  • Proactively suggest ways to streamline admin workflows and improve communication with residents and clients.

Requirements

  • Minimum 3–4 years in an administrative, property management, or HOA/condominium support role.
  • Prior experience in US real estate or property management is strongly preferred.
  • Hands-on experience with AppFolio or Buildium (either or both; must be able to ramp up quickly).
  • Familiarity with Monday.com or other task/project management tools.
  • Comfortable with Gmail / Google Workspace (Docs, Sheets, Drive).
  • Basic understanding of QuickBooks and working with bookkeepers is a plus.
  • Experience with Mailchimp, LeadSimple, or other email/communication platforms is a plus.
  • Confident using AI tools (ChatGPT and similar) to support your work.
  • Excellent written and spoken English; comfortable on the phone with homeowners and vendors.
  • Strong grammar, clarity, and tone appropriate for professional and community-facing communication.
  • Highly organized, reliable, and detail-oriented.
  • Able to manage multiple inboxes and priorities without dropping tasks.
  • Self-starter who can take a process, own it, and improve it over time.
  • Comfortable working independently in a remote environment and coordinating with multiple stakeholders.
Benefits
  • 100% REMOTE
  • $50 birthday bonus
  • $200 testimonial bonus
  • $300 tenure bonus every 6 months
  • $500 entry monthly raffle
  • NO TRACKER. NO PROBLEM

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
property managementadministrative supportinvoice trackingmeeting logisticsSOP documentationemail communicationcontent draftingworkflow improvementtask managementrecord maintenance
Soft skills
professional communicationorganizationreliabilityattention to detailself-starterindependencemulti-taskingproactive problem-solvinginterpersonal skillstime management