Property Management Operations Assistant

We are a property management company seeking a detail-oriented and highly organized Operations Assistant to support our day-to-day property management functions. This role spans four core areas: data entry and file auditing, utility coordination, maintenance follow-up, and tenant-facing customer service — including incoming calls and outreach to delinquent tenants.

The right candidate takes accuracy seriously. Whether you are auditing a compliance file, entering data into our system, or following up with a utility provider, the expectation is that every task is done correctly, completely, and documented. This is a role for someone who notices the details that others miss and holds themselves to a high standard.

Key Responsibilities

Data Entry & File Auditing

This is a foundational part of the role. Accuracy and thoroughness are non-negotiable.

Perform accurate and timely data entry across property management systems and spreadsheets

Audit tenant files, lease records, and compliance documentation to identify missing, outdated, or incorrect information

Ensure all files meet internal standards and any applicable regulatory or compliance requirements

Flag discrepancies, missing documents, or non-compliant records and follow up to resolve them

Maintain organized and up-to-date digital records for all active and inactive properties and tenants

Perform periodic audits of existing records to ensure ongoing accuracy and completeness

Utility Coordination & Follow-Up

Contact utility providers on behalf of the company and tenants to set up, transfer, or close accounts as needed

Follow up on unresolved utility issues — billing discrepancies, service interruptions, account transfers, and outstanding requests

Track the status of all open utility matters and ensure nothing is left unresolved or unaddressed

Document all utility-related communications and update records accordingly

Coordinate with property managers and tenants to ensure utilities are properly handled at move-in and move-out

Maintenance Coordination & Follow-Up

Follow up on open maintenance requests to ensure they are progressing and vendors are responsive

Communicate status updates to tenants regarding their maintenance requests in a timely and professional manner

Coordinate with vendors, contractors, and property managers to schedule and confirm maintenance appointments

Document maintenance activity and update work order records accurately in the system

Escalate unresolved or urgent maintenance issues to the appropriate property manager promptly

Customer Service & Tenant Communication

Answer incoming calls from tenants, owners, and vendors in a professional, helpful, and solution-oriented manner

Address tenant inquiries related to leases, maintenance, utilities, and general property questions

Conduct outreach calls to delinquent tenants regarding outstanding balances, payment arrangements, and account status

Handle difficult conversations with professionalism and composure — de-escalate when needed and document all interactions

Ensure all tenant communications are logged and follow-up actions are tracked and completed

Route calls and issues to the appropriate team member when escalation is required

Required Qualifications

• Exceptional attention to detail — your work is accurate, complete, and consistent
• Demonstrated experience in data entry with a strong track record of accuracy
• Experience in an auditing, compliance, or file review capacity
• Comfortable making and receiving professional phone calls, including difficult conversations with delinquent tenants
• Highly organized with the ability to manage multiple open tasks and follow-up items simultaneously
• Strong written and verbal communication skills
• Reliable and self-directed — you follow through on tasks without needing constant oversight
• Comfortable working independently in a remote environment

Preferred Qualifications

• Prior experience in property management, real estate, or a related field
• Familiarity with property management software such as AppFolio, Buildium, Yardi, or similar
• Experience coordinating with utility providers and managing tenant account transitions
• Background in customer service or tenant-facing roles in a residential or commercial property setting
• Experience conducting collections or delinquency outreach calls

Requirements

This is a full time role

Up to $6/hr

100% Remote

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Remote Raven is a staffing remote agency specializing in connecting businesses, all over the world., with highly educated and skilled remote professionals, or "Ravens," primarily based in the Philippines.

The company provides tailored solutions to meet diverse client needs, ranging from administrative support and accounting to specialized roles like digital marketing and graphic design, as long as the work can be done remotely.