Virtual Assistant

JOB OVERVIEW

We prioritize candidates with strong customer service skills and an excellent command of English to communicate effectively via emails and Facebook Marketplace Messenger. The ideal candidate should be extremely organized, proactive, and highly responsive to any inquiries. Other skills, while not required, are considered an asset, including social media marketing expertise and basic bookkeeping to track expenses and income in Google Sheets and provide reports to owners.

We are looking for a detail-oriented and organized Administrative Assistant to support the owner of a growing property management business based in Toronto, Canada. The ideal candidate will have a strong foundation in bookkeeping and basic accounting, advanced Excel and Google Sheets skills, and experience in customer service. Familiarity with Facebook Marketplace and social media platforms is a plus. The role involves responding to tenant inquiries, coordinating apartment viewings, managing administrative tasks, and maintaining accurate financial records. Some social media and outreach duties may also be required.

IMPORTANT: Please send your resume and a video link introducing yourself and why you are interested in the job, along with your experience and skills that are applicable in this job opening. We WILL NOT respond to any applications without a video being sent.

Compensation: TBD hourly or project flat fee based.
Key Responsibilities:

1) Tenant Communication:
--Respond promptly and professionally to prospective tenant inquiries on Facebook Marketplace and other platforms.
--Schedule and coordinate apartment viewings with prospective tenants, ensuring smooth communication and timely follow-ups.
--Address tenant questions or concerns about rental properties, policies, and availability.

2) Vendor Coordination:
--Communicate with vendors and contractors regarding billing, service requests, and maintenance scheduling.
--Ensure timely follow-ups with service providers to address any property-related needs.

3) Administrative and Financial Support:
--Manage email and phone communication on behalf of the property management business.
--Keep organized records of tenant inquiries, scheduled viewings, and vendor interactions.
--Track and file vendor invoices and property-related expenses.
--Perform basic bookkeeping tasks, including reconciling accounts and recording transactions.
--Assist with financial reports and document preparation for property-related expenses.

4) Social Media and Outreach:
--Assist in managing social media accounts for rental properties (e.g., posting ads on Facebook Marketplace or other platforms).
--Help with outreach efforts to promote available properties and expand tenant reach.

5) General Administrative Duties:
--Prepare and maintain spreadsheets, databases, and other organizational tools for tracking property management activities.
--Assist with property lease agreements, renewals, and document preparation.
--Perform other administrative tasks as required, including data entry, scheduling, and basic office support.

Qualifications:

--Experience with Canva and creating designs for Instagram and Facebook posts.
--Photo editing skills are an asset but not required.
--Strong bookkeeping and basic accounting skills are required.
--Proficiency in Microsoft Excel, Google Sheets, and other data management tools.
--Experience with Facebook Marketplace is required (posting ads, managing inquiries).
--Strong English communication skills, both written and verbal.
--Prior customer service experience is a plus.
--Ability to work independently and manage time effectively.
--Familiarity with property management or real estate is preferred but not required.
--Comfortable working in the Eastern Standard Time (EST) zone (Canada – Toronto).
--Basic knowledge of social media platforms (Facebook, Instagram) and outreach.
--Strong organizational skills and attention to detail.
--Experience with billing or accounting software is preferred.