Virtual Property Manager

Company: Circle Capital
Website: www.CircleCap.com

Job Overview:
We are seeking a dedicated and experienced Virtual Property Manager to manage the day-to-day operations of our residential apartment units (both short and long-term). Western hours are required as you will need to be on the phone with prospective and current tents. Circle Capital manages approximately 150 apartments with a mix of studios, 1 & 2-bedroom units spanning from Los Angeles to Ohio. You will be responsible for marketing, leasing and management of tenants, handing the move ins/move outs, managing day to day tenant needs, vendors, and maintenance staff. Strong English skills required and 3+ YEARS in prior property management experience required, references will be checked. WE are a small family owned company with several overseas VAs so we understand the time changes and family life!

Key Responsibilities:
1. Leasing & Tenant Management:
o Follow up with rental leads and manage inquiries from various platforms (FB, Turbo Tenant, Zillow, etc.).
o Screen leads and schedule showings with leasing managers.
o Approve tenant applications, create leasing contracts, and manage digital signatures.
o Handle rent collection, rent increases, and send reminders to tenants.
o Process move-ins and move-outs, maintain tenant records, and address issues such as rent delinquencies or tenant disputes.

2. Marketing & Advertising:
o Place advertisements on relevant platforms to attract new tenants.
o Update apartment photos, listings, and pricing as necessary.

3. Vendor & Maintenance Coordination:
o Manage housekeeping, maintenance, and other vendors for routine repairs or emergencies.
o Set up or cancel utilities (electric, gas, water, trash).
o Review high utility bills and negotiate rates with vendors.

4. STR/Airbnb Management (Florida-based properties):
o Handle guest communication, resolve Wi-Fi, lock, or access issues.
o Manage maid services and coordinate guest reviews.

5. Business Operations & Administrative Support:
o Update and manage vacancy sheets.
o Answer calls, texts, and emails through our 8x8 phone system, responding to tenant inquiries and managing appointment scheduling.
o Assist with eviction proceedings, including filing with attorneys when necessary.
o Conduct market rent comparisons to assess rental increases.
o Support the owner with business or personal projects, including calendar management and ad-hoc tasks.


Required Skills & Experience:
• 3 year minimum experience required in residential PM
• Yardi, App Folio or other Software Experience require
• Proficiency in property management software (Innago preferred).
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple properties and tasks simultaneously.
• Experience with short-term rental platforms (Airbnb) is a plus.

Work Hours:
• Flexible hours are required to manage properties across two time zones (LA and Ohio).
• Primary working hours: 11 AM Eastern / 8 AM Pacific to 5 PM Eastern / 2 PM Pacific.
• Must be available to handle phone calls and tenant inquiries throughout the day.

Software & Tools Used:
• Property Management Software: Innago
• Phone System: 8x8
• Advertising Platforms: Facebook, Turbo Tenant, Zillow