Job Openings Property Management Assistant

About the job Property Management Assistant

MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals. We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members. As a fast-growing player in the outsourcing space, we’re committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.

We are looking for a detail-oriented and highly organized Property Management Assistant to support the management of a portfolio of real estate properties located across Canada and the United States. You’ll work directly with the property owners to coordinate maintenance, track documentation, and provide administrative support for property-related needs.

Benefits:

  • Competitive salary

  • Strong support system

  • Salary increase starting in your first year of employment (based on performance)

  • Monthly Performance Incentive (only for full-time roles | based on given metrics |can range from $40 - $50)

  • Health benefit ($30/month)

  • No computer activity monitoring

  • Training materials for upskilling provided

  • Paid holiday leaves (depending on the holidays that the client observes)

  • Paid sick leaves (sick leave convertible to cash if perfect attendance)

  • Paid planned leaves

  • Internet Allowance ($25/month)


Key Responsibilities


  • Administrative & Property Coordination

  • Assist with scheduling maintenance, repairs, and inspections across multiple private properties.

  • Coordinate with service providers, vendors, and contractors in Canada and the US.

  • Maintain up-to-date property files, including records of services, warranties, and expenses.

  • Track and follow up on outstanding tasks, repairs, and vendor communications.

  • Maintain calendars for recurring property-related tasks (e.g., HVAC servicing, landscaping, security system checks).


  • Document Management & Reporting

  • Organize and update digital property records, including invoices, contracts, service reports, permits, and insurance documents.

  • Prepare summaries or reports of ongoing property issues, completed tasks, and budget tracking.

  • Ensure accurate and timely recordkeeping for tax and compliance-related purposes.


  • Vendor Liaison

  • Liaise with contractors, inspectors, and vendors to request quotes, schedule work, and monitor progress.

  • Track work orders and ensure timely resolution of issues.


  • Financial & Operational Support

  • Assist with expense tracking, invoice reviews, and basic bookkeeping entries related to property operations.

  • Reconcile receipts and coordinate with the owner or accountant for monthly reporting.

  • Help gather and organize documentation needed for insurance, permits, or service contracts.


  • Ad Hoc Tasks

  • Support miscellaneous administrative tasks related to property operations.

  • Assist with research (e.g., vendor sourcing, city permit requirements, property upgrades).

  • Help manage or monitor special property projects or renovations as needed.

Requirements

  • 2+ years of experience in administrative or property coordination roles (real estate support preferred).

  • Excellent communication skills and fluent English (spoken and written).

  • Extremely organized and self-directed with strong attention to detail.

  • Experience with property management software or tools (e.g., Google Workspace, Dropbox, Monday.com, Notion, or similar).

  • Ability to manage multiple priorities, follow up consistently, and meet deadlines.

  • Familiarity with property operations or real estate documentation is a plus.

  • Availability to work full-time during EST or PST hours is required.



Working Hours:

Full Time (40 hours per week)

Monday through Friday 8 AM - 5 PM EST/PST Time


***Resume should be in English


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