Executive Administrative Assistant

Employer based in · Remote

Hiring talent from: all countries

Executive Administrative Assistant (VA2) • Landlord and tenant emails • List of recurring bills • Landlord email sequence • Tenant email sequence • Agent email sequence • Renewal notices to make sure there are no gaps and there is time to plan • Drip emails for tenant and landlord check-in • Annual walkthroughs for landlord updates • All utilities recorded for each property in Rentvine • Reviews link • Landlord walkthrough videos sent out • Beagle insurance thing? On down the road • One-page doc for keys pass, etc. with fee $50 • $500 credit for agents' referral tracking • Renewals...90-120 • Break lease fee • Take pictures of all appliance model numbers, etc., and file for each property so when there is an appliance issue, it's an easy reference for the repair person or ordering a new one. • Fillable sheet for all things related to a property for landlord to provide upon signing PM agreement - see the sheet on PM agreement • Additions to leases for tenants - clear instructions relating to move-in and move-out items • Monthly emails for tenant reminders • 6-month walkthroughs for general condition documentation of properties. Also noted in the lease clarification addendum so tenants cannot say they were not told • Mandatory monthly fees that add up to the move-out cleaning so we can dictate the cleaners that come. Both carpet, deep cleaning, flea and tick, lightbulbs, filters, etc. • Set up automated delivery of air filters every 3 months. • More detailed list of walkthroughs and action list right after prior to move-in of a new tenant to avoid new tenant sending laundry lists of items and trying to coordinate with them on addressing. • Make sure landlords are given and have completed the non-residential landlord representation form naming our company as the non-resident representative • Forwarding of mail and what happens if mail is not forwarded. It will be trashed! We are not chasing people down to give them their leftover mail. Landlords and tenants • Landlord insurance/tenant insurance uploaded into RV • Cleaner walkthrough documentation for both the PM person doing the walkthrough and the form a tenant can fill out. • Get information for any water filter sizes • Get information for any other filter sizes for any filters. Air, dehum, etc. • All things from each lease and each property located in an easy-to-reference spot • All lease end dates and renewal notices are systematized • Notice system in place for tenants when contractor appointments are set so they don't forget. • If tenants live in condo buildings, make sure their emails are added to newsletters, and any mandatory unit inspections. We have a couple of these units now. • Notifications for tenants and us that have not paid as of the 5th • System for passing along information to the person doing the walkthrough and informing the tenant on how to get keys, walkthrough information, and all things move-in/move-out related. Currently, there is no system and the person has to find the lease, pull the details, and then make contact. Clunky. • Boots-on-the-ground person should be able to push all financial inquiries to someone • Make sure we are listed as authorized users on home warranty accounts or other service accounts. Have that as an upfront part of the landlord onboarding. Tools • Google • Follow Up Boss • Asana Collaboration Hours • Monday to Friday, 8:00 AM - 12:00 PM • Part-time Compensation Range • $4 to $10/hour • Open to paying more for a highly experienced candidate Note: Candidates must have a strong grasp of using ChatGPT and/or Claude to execute tasks for the property management company. Do not schedule an interview for candidates who lack these skills, as AI technology is critical to maintaining an efficient workflow. Updated JD via email NOTE: Please send the resume and disc profile of the candidates 24 hours before the final interview session. To be replaced: Marie Franz Veronica Cruz Schedule notes: Monday, October 19th at 10:00 AM EST (9:00 AM CST)