Admin Support
From a virtual administrative assistant to data entry or property owner onboarding help, you'll find the job templates you need here!
Job Roles
Overview
Job Role Overview
The overall goal of the administrative assistant is to answer all inbound calls, perform follow up calls and maintain company documents and databases. Exhibits polite and professional communication via phone and email.
Recommended Training
- Call center experience
- Data entry
- Attention to detail
- Google Suite
- Excel
- Ring Central (recommended)
- KV Core or CRM experience (preferred)
- Docusign
Job Role Tasks
- Answer Phone Calls (I)
- Enter Lead information to KVCore and Assign to Agents (C)
- Weekly Agent follow up on lead status (C/S)
- Follow up for showing feedback (C/S)
- General Database entry into KV Core (C)
- Search ZipForms for past transactions and collect buyer/seller/agent information (C)
- Setting up Google drive folders for listings/buyers/leases (C)
- Send documents for signature in Docusign (C)
- Send emails for feedback requests / follow up (C/S)
- Maintain Vendor Database (C)
- Calendar management/create event invites for meetings (C)
- Build and maintain process manuals (C)
Key Performance Indicators
- Call answer rate
- Avg Call time
Disc Profile - High C with S
English Proficiency - Medium / High
Fluent or NativeJob Role Overview
The overall goal of this position is to enter data into the property management system.
Recommended Training
- Property Management Software
Job Role Tasks
- Enters all new property information upon onboarding
- Enters invoices
- Enters utility information in system
- Enters marketing for vacant unit
- Creates leases
- Creates lease renewals
Key Performance Indicators
- # of entries with mistakes
- Turnaround time to enter new property
Disc Profile - C
English Proficiency - Medium / High
LowJob Role Overview
The overall goal of this position is to gather and enter all information for a property and owner entity
Recommended Training
- Onboarding Process
- PM Software
- Different ownership structures
- Onboarding forms
- How to gather utility info, tax info, property info
- Difference between w9 and w8 ownerships
- Entering property info into software
Job Role Tasks
- Gather all documents from sales
- Enter all property information into property management software
- Enter all owner contact information into software
- Gather documents from owners - W9, Authorization forms, lease, etc
Key Performance Indicators
- Turn time to enter info into system
Disc Profile - C
English Proficiency - Medium / High
MediumJob Role Overview
The overall goal of the executive assistant is to handle all tasks for the CEO or owner of the company to make their job easier.
Recommended Training
- Phone system
- GSuite
- Calendaring
- Org chart
Job Role Tasks
- Providing administrative assistance, such as reviewing, writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
- Organizing meetings, including scheduling, sending reminders and organizing catering when necessary
- Performing minor accounting duties
- Answering phone calls
- Managing the executives calendar, including making appointments and prioritizing the most important matters
Key Performance Indicators
- Avg response time
Disc Profile - High C with S
English Proficiency - Medium / High
Fluent or NativeJob Role Overview
The overall goal of the personal assistant is to handle all tasks for the CEO or owner of the company to make their job easier.
Recommended Training
- Phone system
- GSuite
- Calendaring
- Org chart
Job Role Tasks
- Schedule meetings and manage calendars
- Answer phone calls and emails
- Help with daily time management
- Plan travel, including flights and accommodations
- Draft correspondence such as emails and memos
- Coordinate events and speaking engagements
Key Performance Indicators
- Avg response time
Disc Profile - High C with S
English Proficiency - Medium / High
Fluent or NativeJob Role Overview
The overall goal of this position is to gather and enter all information to offboard a property or an owner.
Recommended Training
- Property Management Agreement
- Offboarding Process
- Property management Software
- Company policies on termination
Job Role Tasks
- Gather all final invoices including utility bills
- Determine if contribution is needed and send to appropriate team member
- Review property management agreement and add any termination fees
- Gather all documents and make them available to the owner
- Send documents to residents
- Gather keys and send to owner
- Move resident out of system
- Deactivate property from system
- Go over final owner statement with accounting
Key Performance Indicators
- # of offboards with outstanding invoices
- Owner negative balance
Disc Profile - C, C/D
English Proficiency - Medium / High
ConversationalJob Role Overview
The overall goal of this position is to manage utilities for vacant properties.
Recommended Training
- Utility Training and acceptable cost
- Company Culture
- Move in Process
- Move Out Process
Job Role Tasks
-
Turn on utilities when a resident moves out
-
Turn off utilities when a resident moves in
-
Enter utility information in property management software
-
Review all utility bills, approve / dispute as needed
-
Track all refunds and deposits owed by utility companies
-
Enter all bills into property management software
Key Performance Indicators
- # of move ins where utilities were not turned off
- # of make readies where utilities were not turned on
- # of late fees charged for bills not paid
Disc Profile - C
English Proficiency - Medium / High
MediumFrequently Asked Questions
Have questions about how a virtual assistant can help? Check out the FAQs below.
Whether you need help with data entry or answering calls and keeping your "real" office running smoothly, virtual administrative help can be the ideal solution for your property management business.
Property managers are one step closer to finding the talent they need after posting an informative job description that attracts potential VAs for the role. Use our job description templates to target virtual assistants as independent contractors who are ideal for your role and company!
Companies can respond directly to inquiries about a job posting through the VPM platform. You can also search for available VAs that could be the right fit or let our TalentMatch algorithm deliver matches to your inbox.
VPM Solutions was developed by property managers for property managers. We're the online virtual assistant job platform that delivers skilled independent contractor talent specifically for the property management industry. When you choose VPM, you have access to thousands of VAs who understand the industry and are ready to get to work for you!
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