Join OurAssistants

• Handle inbound and outbound calls, emails, and messages in English and Spanish • Respond to tenant inquiries regarding rent payments, maintenance requests, and leasing • Assist with move-in/move-out coordination, lease renewals, and rental listings • Receive and log maintenance requests from tenants • Maintain property management systems such as AppFolio, Buildium, or Propertyware • Follow up on outstanding balances and issue payment reminders

• Coordinate the end-to-end move-in process for approved applicants. • Schedule move-in dates and ensure all requirements are completed before occupancy. • Prepare and review lease agreements and move-in documentation. • Collect required documents, payments, and signatures prior to move-in. • Ensure utility transfer requirements and resident onboarding tasks are completed. • Serve as the primary point of contact for incoming residents throughout the move-in process. • Send welcome emails, move-in instructions, and community information. • Respond promptly to resident questions regarding leases, move-in procedures, and property policies. • Coordinate with maintenance and property managers to ensure units are move-in ready. • Verify completion of inspections, cleaning, repairs, and key preparation. • Report any delays or issues that may affect scheduled move-ins. • Maintain accurate records within the property management system. • Update resident files, lease documents, and move-in checklists. • Generate move-in reports and track upcoming move-ins. • Ensure compliance with company policies and Fair Housing regulations.

• Record and monitor accounting transactions in accordance with company procedures • Assist with Accounts Payable (AP) and Accounts Receivable (AR) reconciliations • Prepare and issue accurate monthly Owner Statements for U.S. property owners • Ensure revenue and expense reporting is complete and accurate • Assist with financial reconciliations and other accounting projects as assigned • Coordinate property onboarding and offboarding while ensuring compliance with company standards • Create and maintain onboarding checklists and operational documentation • Manage utility accounts, HOA access, licenses, and platform credentials for assigned properties • Coordinate vendor and co-host onboarding across company platforms • Respond promptly to property owner inquiries regarding financial and operational matters • Coordinate with vendors, utility providers, and internal teams to resolve operational issues • Manage utility outages and service disruptions affecting guests or vacant properties • Handle chargeback disputes and resolutions across Online Travel Agencies (OTAs) such as Airbnb, Vrbo, and Booking.com • Monitor platform transactions and ensure compliance with company procedures • Maintain accurate operational records and documentation • Update internal playbooks and SOPs as processes evolve • Identify opportunities to improve workflows and operational efficiency

• Monitor delinquent homeowner accounts and AR aging reports • Follow up with homeowners regarding outstanding assessments, fees, and balances • Process payments, adjustments, credits, and payment plans • Maintain accurate owner ledgers and account records in AppFolio • Prepare and send collection notices, demand letters, and account statements in accordance with HOA policies • Respond to homeowner inquiries regarding account balances, payments, and collection status • Communicate professionally while resolving billing disputes and payment concerns • Coordinate payment arrangements and follow up on outstanding commitments • Manage homeowner accounts and collections activities within AppFolio • Update account notes, payment records, and collection statuses • Generate AR aging reports and collections reports for management review • Reconcile homeowner payments and ensure proper posting to owner ledgers • Coordinate with HOA managers, accounting teams, and legal partners when escalation is required • Maintain organized financial documentation and audit-ready records • Assist with month-end AR reconciliation and reporting

• Lead, mentor, and motivate a team of Virtual Assistants to maximize productivity and performance. • Conduct regular performance reviews, coaching sessions, and provide actionable feedback. • Develop and implement training programs, standard operating procedures (SOPs), and performance improvement plans. • Monitor team KPIs and ensure targets and deadlines are consistently met. • Serve as the primary point of contact for escalations, challenges, and performance-related issues. • Foster a positive and collaborative remote work environment.

• Manage appointment rescheduling and calendar updates • Coordinate permit applications and track permit statuses • Communicate with customers, technicians, and local authorities • Provide updates on scheduling and permit approvals • Maintain accurate records and documentation • Ensure timely completion of permit and scheduling requirements

• Answer and direct phone calls, emails, and inquiries from homeowners, board members, and vendors in a timely and professional manner • Provide excellent customer service while addressing questions, concerns, and general HOA-related requests • Work closely with the assigned HOA manager to understand the needs of each community and ensure smooth communication • Maintain organized filing systems for important documents, contracts, correspondence, and HOA records • Assist in preparing documents and materials for board meetings and community meetings • Maintain accurate records of architectural review applications, violations, compliance issues, and homeowner correspondence • Support the administration of gates, pool houses, clubhouses, tennis courts, and other community amenities • Manage reservations for clubhouses, tennis courts, community rooms, and shared amenities • Coordinate with vendors for maintenance, repairs, and community service requests • Assist in obtaining bids and proposals for community projects and maintenance needs • Track service requests and follow up to ensure timely completion • Process and record payments, fees, assessments, and other financial transactions • Assist with invoice processing, collections tracking, and financial record management • Collaborate with the accounting team to ensure accurate financial transactions and documentation

• Create engaging short-form videos for platforms such as Instagram, Facebook, LinkedIn, and YouTube Shorts. • Design high-quality graphics for social media posts, ads, and campaigns. • Produce branded marketing assets aligned with U.S. audience expectations. • Repurpose content across multiple formats and platforms. • Develop creative assets for product launches, promotions, and announcements. • Collaborate with marketing teams to align visuals with campaign goals. • Optimize content for engagement and platform performance. • Design website banners, landing page graphics, and email visuals. • Maintain consistent brand identity across all digital touchpoints. • Support visual updates to marketing funnels and content pages. • Ensure all designs follow brand guidelines and maintain visual consistency. • Contribute ideas for improving brand presence and content performance. • Stay updated on U.S. digital trends and content styles.

• Receive and respond to maintenance requests via phone, email, or property management software • Create, assign, and monitor work orders in coordination with vendors and technicians • Communicate service updates with tenants and property owners • Follow up on open work orders to ensure timely completion and resident satisfaction • Verify and process vendor invoices for accuracy and completeness • Manage emergency maintenance situations with appropriate urgency • Maintain detailed maintenance logs and vendor performance records • Generate maintenance activity reports for property managers and owners

• Prepare and process invoices accurately and in a timely manner. • Manage billing operations, ensuring compliance with company policies and client requirements. • Record and reconcile financial transactions using FullBay or Trinium and QuickBooks Online (QBO). • Monitor accounts receivable, follow up on outstanding invoices, and assist with collections. • Maintain organized financial records and documentation. • Support month-end and year-end closing processes. • Collaborate with internal teams to resolve billing discrepancies or client inquiries. • Assist with generating reports and financial data analysis as required.