Virtual Assistant - Property Administration & Client Support

The Property Cloud; South Africa; On-site; GBP 7,800 - 11,000; Part time

Job summary

The Property Cloud is seeking a reliable Virtual Assistant for property administration and client support. This remote role focuses on coordinating communications, managing onboarding for new listings, and handling post-sale administration with UK clients.

The successful candidate will contribute to a seamless experience for sellers and buyers while working independently within a collaborative team. We provide full training, clear processes, and templates.

Qualifications

• Experience as a Virtual Assistant or administrator is useful.
• Experience with UK clients is beneficial.
• Excellent communication and reliability are essential.

Responsibilities

• Set up client WhatsApp groups and coordinate communications.
• Send Terms of Business and complete AML checks.
• Order EPCs and manage property-related documents.
• Create and order Just Listed postcards using templates.
• Ensure onboarding steps are completed for new listings.
• Coordinate updates when a property goes under offer (e.g., Sold board, Just Sold postcards).
• Maintain timely administration and keep stakeholders updated.

Skills

Clear communication

Attention to detail

Organised

Reliability

UK client comms

WhatsApp proficiency

Independent worker

Tools

WhatsApp

Email

Online systems

Job description

Virtual Assistant - Property Administration & Client Support

Remote | South Africa preferred | Part-time | Monthly Retainer

The Property Cloud is a growing independent estate agency based in the UK, and we're looking for a reliable Virtual Assistant to become a trusted part of our team.

This isn't simply a data entry role.

We're looking for someone who understands that great administration and great customer service go hand in hand. Our clients are selling their homes, often one of the biggest transactions they'll ever make, so communication, attention to detail and reliability are extremely important to us.

You’ll be supporting our team with the administration that happens when a property comes onto the market and when a sale is agreed.

What you'll be responsible for

When a new property is instructed

• Setting up client WhatsApp groups
• Sending Terms of Business
• Sending and completing AML checks
• Ordering EPCs
• Creating and ordering Just Listed postcards using an existing template
• Making sure each stage of the onboarding process has been completed

When a property goes under offer

• Arrange for the For Sale board to be changed to Sold
• Create and order Just Sold postcards using our existing template
• Make sure the relevant administration has been completed promptly

Full processes, templates and training will be provided.

The person we're looking for

• Communicates clearly and professionally
• Responds promptly and keeps people updated
• Takes ownership of tasks rather than waiting to be chased
• Has excellent attention to detail
• Is organised and able to manage several small tasks at once
• Is comfortable communicating directly with UK clients
• Is confident using WhatsApp, email and online systems
• Can work independently while still being part of a wider team

Previous experience as a Virtual Assistant, administrator or working with a UK business would be useful.

Experience within estate agency or property would be an advantage, but isn't essential. We would rather find the right person and train them properly.

Hours and availability

This is a part‑time position on a monthly retainer.

We currently expect approximately 15-20 hours of work per month, although the workload will naturally vary depending on how many properties we list and sell.

The work won’t necessarily fall into fixed blocks of hours.

Instead, tasks will arise throughout the working week, so we’re looking for someone who has regular weekday availability and can normally respond to and complete tasks promptly.

Some availability during UK working hours will therefore be important.

As our business grows, there is also plenty of opportunity for the role and responsibilities to grow with us.

Pay

This will be paid as a monthly retainer rather than purely based on hours worked.

We’re happy to pay a fair retainer because we’re looking for consistency and reliability. We want somebody who can become a trusted member of the team and build a long‑term working relationship with us.

About The Property Cloud

The Property Cloud is an independent estate agency based in South East London and Kent.

We put a huge emphasis on marketing, communication and customer service, and we want anyone working with us to share those same standards.

Although you’ll be working remotely, we want you to feel like part of the team rather than an outsourced administrator sitting somewhere in the background.