Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
The client owns a family property management and real estate company in Orange County, California. The company has been a family-owned and operated real estate management company for the past 3 generations. They were founded in the late 1970s, over 50 years ago, with the goal of establishing a hands-on, relationship-based, real estate investment and property management company. They operate and manage apartment buildings and office buildings for their clients. They have a big team of 24 people, half of them are on the field, and half of them work in the office. The client is very excited to bring on a Virtual Assistant who can help and assist their clients either by phone or email as they have many clients to attend to.
The client is looking for help since they get a high volume of phone calls when they have vacant apartments. So the VA will help by calling back people interested in the apartment and scheduling viewings for the apartments or answering any inquiries they may have. They use Google calendar for appointment settings for the people who are interested, so someone who has that skill will be great. Most of the work required from the VA will be customer support and following up with maintenance work that a tenant needs.
Software the client uses:
– Gmail & Outlook.
Job Highlights: Why should you apply?
– Great opportunity to work with a successful property management company in expansion
– Opportunity to grow along a company that has been in business for three family generations
– Ideal job for VAs with great organizational skills & Google calendar management
DEADLINE TO APPLY: You must apply by Monday, October 25th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Wednesday, October 27th, 2021.
Tasks required for the job
1. Customer Support & Property Management admin support
– Reply to emails & phone calls
– Pick up the phone, talk to anyone who needs help
– Report and add any support related issues into CRM or email property manager
– The VA will use a VOIP phone provided by the client, which can be accessed through the computer
– Talk to people who are mainly existing clients/tenants, as well as potential new ones
– Respond to homeowners and vendors by phone and email
– Answer calls from new people looking to rent a house/apt, requesting documents, updates about their application, etc.
– Follow-up calls with agents who showed the properties/apartment, see if they’re interested
– Update marketing report in Google Docs (or another system) with info about property and agent’s visits
2. Calendar Management & Appointment Setting
– Coordinate with multiple people by making calls and emails
– Set up automatic bookings online, so the VA will help send that link to clients as needed
– For appointments, when a maintenance request comes in from a tenant, the VA needs to coordinate between the contractor/vendor and the tenant who lives in the units
3. Tenant Management & Follow-up
– Follow-up with tenants, make sure they have their latest home/rent insurance paperwork filled
– Follow-up after each new maintenance request is completed and make sure it was done correctly
– Help tenants to register and use the online portal, to avoid having too many calls
– Onboarding meetings with tenants on how to request new maintenance through the portal, pay rent online, etc.
– List renewals follow-up with tenants
– Manage incoming maintenance requests (non-emergency), that come from an online system
– Add invoices to the accounting system (Accounts payable entering)
4. Delinquencies Follow-up
– When rent is due, and if tenants haven’t paid, the company gives the tenant info on the next steps
– Calls the tenant to remind them that it’s due and there are late fees
– If they don’t end up paying, the company starts a legal process, to evict them
5. Maintenance Coordinator (Related to Tenant Follow-up)
– Work with the tenant who lives on a property to schedule maintenance to the property
– Find the problem and add images/info/details into the system
– Assign each maintenance request to a specific vendor/contractor
– Determine what is an emergency and what’s not, and give priority to the emergency
– Call and follow-up with tenants once the maintenance is completed
– Property manager research request (looking up vendors, legal reports, running background reports on new applicants)
– Inform the property owners first, before approving any maintenance
– Take very detailed notes of each maintenance request and add to the system
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively. The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary.; Comfortable with making calls and know how to properly communicate with clients.; Must be ok with speaking on the phone for long periods and be pleasant on the phone.; Great phone personality, be able to be stern and to handle objections, and answer any questions.
B) Creativity & Proactiveness
Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.; Have the initiative to help the customer with lots of things.
C) People & Relationship
Easy to speak with and a good listener.; Supportive, and always be willing to help.; Great customer skills. Really good with people and friendly.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it’s just work.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.
D) Work Load & Stress Management
Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Must be able to meet the regular business office hours but open to overtime.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Should have experience with Microsoft Excel and the overall Microsoft Office.
– Schedule: Monday to Friday 5 hrs a day 9:00 am- 3:00 pm PST with 1 hr lunch break.
– Hours: 25 hours/week