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Job Description
Property Management Assistant - Freelance, Remote
Department: Specialized Roles
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description
About the Client
A boutique real estate and property management firm based in California, supporting both property-management and real estate operations for a growing portfolio. The team is lean and highly hands-on, with the primary operator/decision-maker closely involved in daily operations. The company prioritizes responsiveness, professionalism, and operational excellence, leveraging Buildium, Trello, and Google Workspace to serve tenants and investors.
A boutique real estate and property management firm based in California, supporting both property-management and real estate operations for a growing portfolio. The team is lean and highly hands-on, with the primary operator/decision-maker closely involved in daily operations. The company prioritizes responsiveness, professionalism, and operational excellence, leveraging Buildium, Trello, and Google Workspace to serve tenants and investors.
Why does this role exist?
The business is experiencing paperwork and property-management admin overload, which slows response times to tenants and investors and risks missed opportunities. This role exists to independently run day-to-day property-management operations, streamline workflows in Buildium and Trello, and ensure fast, professional communication. The objective is to free leadership capacity by presenting clear decision options for approval while maintaining accurate records and timely reporting.
The Impact you’ll make
Property management operations ownership
- Manage daily PM tasks end-to-end, proactively identifying and resolving issues before they escalate
- Present decision options and recommendations for approval to the primary operator
Tenant and investor communications
- Handle inbound/outbound communications, including after-hours inquiries within your coverage window
- Triage, resolve, or escalate items with clear context and proposed solutions
- Maintain professional, empathetic, and timely responses.
Systems, records, and paperwork (Buildium-first)
- Maintain accurate Buildium records, leases, notices, and document repositories
- Prepare and track lease paperwork, renewals, move-in/move-out documentation, and administrative reporting
- Ensure data hygiene and consistent file naming, tagging, and version control
Workflow audit and optimization
- Audit current PM workflows in Trello and Buildium, identify bottlenecks, and propose improvements
- Implement streamlined boards, checklists, SLAs, and decision trees
- Partner with the primary operator to align workflows with business goals
Compliance, reporting, and vendor coordination
- Support routine reporting, reminders, and compliance-related tasks as directed
- Coordinate with vendors and service providers as needed; track work orders and status in Buildium
- Surface risks, exceptions, and timeline slips early with recommended actions
Skills, Knowledge and Expertise
Required:
- Prover prior property management experience
- Hands-on experience with Buildium
- Proven client-facing communication skills with tenants/investors and vendors
- Demonstrated autonomy and problem-solving in a fast-paced, small-team environment
Your superpowers are...
- Technical: Buildium proficiency; working knowledge of Trello and Google Workspace; inbox/queue management; document control; basic reporting
- Operational: Process mapping, checklist/SOP creation, SLA management, and prioritization
- Communication: Clear written and verbal communication; empathy and professionalism with tenants and investors; confident escalation with options
- Personal: Ownership mindset, urgency, proactive problem-solving, reliability, and follow-through
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You love owning operations end-to-end and take pride in keeping systems clean, current, and audit-ready
- You thrive in a lean team where your judgment, speed, and initiative directly impact outcomes
- You are calm under pressure, customer-service oriented, and comfortable presenting decision options and recommendations
- You’re eager to streamline workflows and improve response times using Buildium and Trello
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 12:00 pm–8:00 pm Pacific Time
Compensation:
- $7 per hour
- No benefits package included