Property & Tenant Management Admin Assistant - DoorLoop | ZR_28241_JOB

BruntWork.com

Hybrid

Remote

Full Time

This is a remote position.

Hours TBD but probably something like 9am - 6pm with a 1 hour lunch

Job Description
We are seeking a highly organized and detail-oriented Virtual Assistant to manage end-to-end property and tenant operations for our apartment rental business. The ideal candidate will have working knowledge of tenant communications, property management software (DoorLoop), and a basic understanding of Florida landlord–tenant laws. This role requires direct interaction with current and prospective tenants, contractors, and ownership. The assistant will coordinate apartment showings, handle leasing tasks, manage digital rent collection, process maintenance requests, and ensure compliance with legal documentation. The VA will also prepare daily reports for ownership to keep operations fully transparent.

Key Responsibilities

Tenant Communications
• Answer phone calls via Google Voice, return voicemails, and respond to texts/emails promptly.
• Provide rental application links, screen applications, and coordinate approvals or denials.
• Schedule and confirm apartment showings and lease signings.
• Maintain a professional, responsive, and supportive tenant experience.

Leasing Management
• Track lease renewals, expirations, and move-outs in DoorLoop.
• Provide clear move-in and move-out instructions to tenants.
• Ensure security deposits are tracked and reconciled in compliance with Florida law.

Rent Collection & Compliance
• Monitor digital rent payments in DoorLoop and ensure tenants submit payments on time.
• Confirm late fees auto-populated in DoorLoop are accurate.
• Follow up on late or missed payments; arrange payment plans when approved.
• Prepare and send 3-day notices to pay or vacate in compliance with Florida statutes.
• Maintain accurate rent ledgers in DoorLoop and provide ownership with daily updates.

Maintenance Coordination
• Process maintenance requests in DoorLoop.
• Assign contractors, obtain quotes, and approve work within budget.
• Schedule repairs in coordination with tenant availability and issue required entry notices.
• Document all repairs and maintain a unit-level maintenance history (tracked in Google Sheets).
• Oversee preventative maintenance (AC filter replacements, pest control, annual inspections).
• Negotiate rates with contractors when appropriate.

Customer Experience
• Provide tenants with clear move-in instructions, payment options, and contact info.
• Proactively communicate about scheduled maintenance or property updates.
• Track tenant satisfaction and escalate potential issues to ownership.

Administrative Operations
• Maintain tenant files, contractor records, and compliance documents.
• Use DoorLoop for lease renewals, expirations, tenant records, and deposit management.
• Use Google Sheets/Drive to track financials (rent collection, late fees, expenses) and unit-level maintenance histories.
• Provide ownership with daily reports summarizing rent status, maintenance updates, tenant issues, and pending actions.

Compliance Oversight
• Ensure all legal documents (leases, notices, eviction filings, deposit reconciliations) are accurate, timely, and compliant with Florida landlord–tenant law.
• Escalate all major legal matters to ownership and attorney for handling.

Checklist of Responsibilities
Daily
• Answer all Google Voice calls, texts, and voicemails.
• Respond to tenant inquiries and prospective tenant applications.
• Confirm upcoming apartment showings and lease signings.
• Review digital rent ledger in DoorLoop for missed or partial payments.
• Confirm late fees auto-populated in DoorLoop are accurate.
• Contact tenants with outstanding balances via text/phone/email.
• Review and process maintenance requests in DoorLoop.
• Schedule maintenance with tenant availability; send required entry notices.
• Assign contractors and track progress of active tickets.
• Log all repairs in Google Sheets maintenance tracker (appliances, leaks, HVAC, plumbing, etc.).
• Follow up on unpaid rent or active payment plans.
• Document all tenant and contractor communications in DoorLoop.
• Prepare and submit daily report to ownership (rent status, maintenance updates, showings, tenant issues, open items).

Weekly
• Review rent ledger in DoorLoop and identify delinquencies.
• Issue late notices or 3-day notices as required.
• Collect contractor quotes for review/approval.
• Update lease renewal and move-out tracker in DoorLoop.
• Review upcoming move-outs; send tenants move-out instructions (cleaning checklist, return-of-keys process, forwarding address, deposit reconciliation timeline).
• Provide ownership with weekly summary report (tenant issues, financials, open tasks, completed maintenance).

Monthly / Quarterly
• Reconcile security deposits for move-outs in DoorLoop and send tenant deposit accounting/letters in compliance with Florida law.
• Send lease renewal offers at least 60 days before expiration (via DoorLoop).
• File and organize all signed leases, notices, and legal documents in DoorLoop.
• Review Google Sheets maintenance logs for recurring issues by unit.
• Audit contractor performance and costs in Google Sheets vendor tracker.
• Stay current on Florida landlord–tenant law updates and flag changes for ownership.

Requirements

• Previous property management or tenant coordination experience.
• Familiarity with, or ability to quickly learn and understand, Florida landlord–tenant laws (communication, notices, deposits, evictions).
• Proficiency with DoorLoop, Google Voice, and Google Drive/Sheets.
• Excellent written and strong spoken English communication skills.
• Strong organizational and multitasking skills.
• Detail-oriented with excellent recordkeeping habits.
• Reliable internet connection and availability during business hours.

Independent Contractor Perks

With HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job

ZR_28241_JOB