Property Management Assistant (Job ID: FERREG1EA)

InsideOutVAS; United States; Remote; USD 20,000 - 24,000; Full time

Job summary

InsideOutVAS is seeking a Property Manager Assistant to support day-to-day administrative and operational functions for a property management portfolio. You will manage rent collection in AppFolio, coordinate communication among owners, residents, vendors, and staff, and help ensure tasks are tracked through resolution.

The role also involves designing onboarding and follow-up communications, applying Claude AI to streamline tasks, and providing limited weekend coverage as part of the cadence.

Qualifications

• Experience in property management administration with hands-on proficiency in AppFolio.
• Strong written and verbal English communication suitable for owners, residents, and vendors.
• Experience using AI tools to draft communications, document processes, and automate tasks.

Responsibilities

• Rent collection and delinquency follow-up in AppFolio with accurate record-keeping.
• Coordinate communication between owners, residents, vendors, and staff to resolve issues.
• Track maintenance requests from submission to completion with vendor coordination.
• Help design and document SOPs and onboarding communications for new residents and owners.
• Handle general administrative tasks including data entry, reporting, and inbox management in AppFolio.
• Identify inefficiencies and build structured workflows and SOPs where none exist.
• Use AI tools to draft communications, build dashboards, and automate recurring tasks.
• Provide regular progress updates and flag blockers or risks early.
• Provide limited weekend coverage for time-sensitive needs.

Skills

Property management admin

Rent collection

English comms (written)

AI tools (Claude)

Process documentation

Weekend availability

Self-directed work

Background check

Tools

AppFolio

Claude

Google Workspace

Job description

Job Details at a Glance

• Job Title: Property Manager Assistant
• Job ID: FERREG1EA
• Industry: Property Management
• Location: LATAM
• Job Status: Full Time
• Work Schedule: Pacific business hours Monday to Friday, [Hours TBD] | Limited Saturday availability required
• Salary: $2000 per month
• Target Start Date: ASAP

About the Client

Our client is a Los Angeles-based property management company serving residential property owners and residents. The company manages day-to-day operations for its property portfolio using AppFolio as its core property management platform, and has built its administrative support function through a small, internationally distributed team.

The Managing Partner currently oversees property operations, resident and vendor communication, and administrative processes with limited dedicated support staff. The role exists to provide consistent, specialized assistance with rent collection, resident and vendor coordination, and workflow development, allowing the Managing Partner to focus on higher-level business priorities. Because the Managing Partner has limited time for day-to-day oversight, the ideal candidate is a self-directed owner of their work who communicates proactively.

About the Role

You will serve as a Property Manager Assistant supporting the day-to-day administrative and operational functions of a property management portfolio. You will manage rent collection and delinquency follow-up in AppFolio, coordinate communication between owners, residents, vendors, and staff, and help ensure maintenance issues are tracked through to resolution.

Beyond core property management support, you will help design and document standard operating procedures and workflows that do not yet exist, and build onboarding and post-sale follow-up communications (e.g., welcome messages, check-ins, reminders) for new residents and owners. You will be expected to apply AI tools (such as Claude) to streamline communication, reporting, and recurring administrative tasks, and to support limited weekend coverage as part of the role's regular cadence.

Key Responsibilities

• Rent Collection & Delinquency: Monitor resident accounts and ledgers in AppFolio, send reminders and notices, follow up on past-due balances, and manage delinquency processes through resolution or escalation, keeping accurate records at every step.
• Owner, Resident & Vendor Communication: Serve as a professional point of contact between owners, residents, vendors, and staff, responding promptly and in writing to resolve maintenance issues and operational requests.
• Maintenance Coordination: Track maintenance requests from submission through completion, coordinating with vendors and confirming resident satisfaction.
• Onboarding & Follow-Up Funnels: Support and help build structured onboarding and post-sale follow-up communications (e.g., welcome messages, check-ins, reminders) for new residents and owners.
• Administrative Support: Handle general administrative tasks supporting property operations, including data entry, reporting, inbox management, and documentation in AppFolio.
• Process & Workflow Optimization: Identify inefficiencies in current operations and build structured workflows and SOPs where none currently exist.
• AI & Automation: Use AI tools such as Claude to draft communications, document processes, build simple dashboards or reports, and automate recurring tasks, and proactively look for new ways to save time.
• Proactive Reporting: Provide regular progress updates and flag blockers or risks early, so the Managing Partner is never surprised.
• Weekend Coverage: Provide limited availability on Saturdays to support time-sensitive operational needs.

Qualifications & Skills

• Experience: Prior experience in property management administration, with hands-on proficiency in AppFolio. (Required)
• Core Competencies: Demonstrated experience handling rent collection, delinquency follow-up, or resident account management.
• Communication: Strong written and verbal English communication skills suitable for direct interaction with owners, residents, and vendors.
• AI & Automation Mindset: Experience or comfort using AI tools such as Claude to support drafting, process documentation, and problem-solving. (Required)
• Process Building: Demonstrated ability to build or improve standard operating procedures and workflows independently.
• Work Ethic: Self-motivated and dependable, able to prioritize competing tasks and work with minimal supervision.
• Schedule Flexibility: Availability for limited weekend hours in addition to standard weekday availability. (Required)
• Vetting: Clean background check with no criminal history, as verified through the standard vetting process. (Required)

Tech Stack

• AppFolio
• Claude
• Google Workspace