About the role
Virtual Assistant — Property Management & Business Operations
Company: Jiba Property Management / Jiba Holdings
Location: Remote — Philippines
Employment Type: Part-Time, Long-Term Independent Contractor
Hours: Approximately 10–15 hours/week
Compensation: $250 USD/month
Schedule: Flexible, but must be responsive during U.S. business hours when needed
Start: ASAP
About the Role
We are a growing U.S.-based real estate business with residential rental properties in New Jersey.
We are looking for a reliable, organized, detail-oriented Virtual Assistant in the Philippines to help us operate and build our property management business.
This is not simply a data-entry position.
The goal is to have you become the administrative operations person behind our rental portfolio — keeping TenantCloud organized, communicating with tenants, coordinating vendors, tracking maintenance, maintaining documents, and helping us build repeatable systems as the business grows.
You will work directly with the owner and will receive training and documented procedures.
Primary Responsibilities
1. TenantCloud Management
You will be responsible for keeping our TenantCloud system accurate and organized.
Tasks include:
- Maintain tenant and property information
- Maintain lease information and important dates
- Track rent status and payment issues
- Monitor tenant communications
- Monitor maintenance requests
- Create and update maintenance/work orders
- Track work-order status from beginning to completion
- Upload invoices, receipts, photos and relevant documents
- Keep property records organized
- Track lease renewals and expirations
- Help maintain vacancy and listing information
2. Tenant Communication
You will assist with routine tenant communication.
Responsibilities include:
- Responding to routine tenant questions
- Acknowledging maintenance requests
- Following up on unresolved issues
- Sending reminders and approved communications
- Keeping communication professional and documented
- Escalating anything requiring the owner's decision
Important: You will not make legal, financial, or major property decisions without approval.
3. Maintenance & Vendor Coordination
You will help coordinate our maintenance workflow.
This may include:
- Receiving and documenting maintenance requests
- Determining the appropriate type of contractor
- Researching local contractors
- Requesting quotes
- Communicating with plumbers, electricians, HVAC technicians, handymen, landscapers, etc.
- Scheduling approved work
- Confirming appointments with tenants
- Tracking contractor arrival/completion
- Collecting before/after photos when required
- Collecting invoices
- Matching invoices to the correct work order
- Following up until the work order is properly closed
You will coordinate contractors, not perform physical work yourself.
4. Vendor Database
Help us build and maintain a reliable contractor/vendor database.
Track information such as:
- Company/person name
- Phone number
- Email
- Services provided
- Service area
- Pricing/rate information
- Availability
- W-9 status when applicable
- Insurance information
- License information when applicable
- Notes about previous work
- Performance/reliability
Over time, we want to build a dependable network of contractors we can call when something happens at a property.
5. Financial & Administrative Organization
You will help keep the administrative side of the business organized.
Tasks may include:
- Tracking invoices
- Organizing receipts
- Following up on unpaid invoices
- Maintaining expense records
- Preparing information for the owner/CPA
- Organizing Google Drive
- Maintaining spreadsheets
- Tracking property-level expenses
- Helping maintain simple financial reports
You will not have unrestricted access to bank accounts or be responsible for moving company money.
6. Property & Lease Administration
Maintain organized records for each property, including:
- Leases
- Tenant information
- Inspection records
- Maintenance history
- Vendor records
- Property documents
- Insurance documents
- Important dates
- Photos
- Bills/invoices
- Correspondence
7. Vacancy & Applicant Support
When a property becomes vacant, you may help with:
- Updating rental listings
- Researching comparable rental prices
- Responding to basic inquiries
- Organizing prospective tenant information
- Basic applicant pre-screening according to our criteria
- Scheduling showings when applicable
- Maintaining a vacancy tracker
You will not make final tenant-selection decisions.
8. Build the Jiba Operating System
One of the most important parts of this position is helping us build systems as the business grows.
We want to move away from scattered texts, emails and spreadsheets and create a professional, repeatable operating system.
You will help document:
Tenant → VA → Approved Vendor → VA → Owner Escalation
For example:
1. Tenant reports an issue.
2. VA records the issue in TenantCloud.
3. VA determines the appropriate next step using our SOP.
4. VA contacts an approved vendor.
5. Vendor provides availability/quote.
6. VA coordinates the appointment.
7. Work is completed.
8. Photos/documentation are collected.
9. Invoice is matched to the work order.
10. Tenant confirms completion when appropriate.
11. VA closes the work order.
12. Owner receives a summary if required.
We want this system to eventually allow the owner to manage a growing portfolio without personally handling every small issue.
Other Responsibilities
As the business develops, you may also assist with:
- Google Workspace
- Google Drive organization
- Calendar management
- Spreadsheet creation
- Research
- SOP/document creation
- Property research
- Vendor research
- Basic business administration
- Preparing weekly reports
- Helping organize future business systems and software
What We Are Looking For
The most important qualities are:
- Extremely organized
- Strong written English
- Good attention to detail
- Reliable and responsive
- Comfortable working independently
- Able to follow SOPs
- Good at researching information online
- Comfortable communicating professionally with tenants and contractors
- Comfortable with Google Sheets/Excel
- Comfortable learning new software
- Problem-solving mindset
- Willingness to take ownership of tasks
- Honest and trustworthy
- Able to recognize when something needs to be escalated
Preferred Experience
Experience with any of the following is a plus:
- Property management
- Real estate
- TenantCloud
- Buildium
- AppFolio
- Propertyware
- RentRedi
- QuickBooks
- Google Workspace
- Customer service
- Vendor coordination
- Maintenance coordination
- Administrative operations
TenantCloud experience is preferred but NOT required. We can train the right person.
Security & Confidentiality
Because this position involves tenant, property and business information, you will be required to sign a confidentiality/NDA agreement.
You will only receive access to the systems and information necessary for your responsibilities.
You will not be authorized to:
- Move company money
- Access bank accounts without authorization
- Make major financial commitments
- Sign contracts on behalf of the company
- Make legal decisions
- Approve major repairs without authorization
- Make final tenant-selection decisions
Compensation
$250 USD/month
Approximately 10–15 hours per week to start.
This is intended to be a long-term position, not a one-time project.
As the business grows and your responsibilities, reliability and ownership increase, there may be opportunities for additional hours and compensation.
How to Apply
Please include the following in your application:
1. Your name and location in the Philippines
2. Your previous VA/admin experience
3. How many hours per week you are currently available
4. Your experience with property management or real estate, if any
5. Your experience with TenantCloud or similar software
6. Your experience with Google Sheets/Excel
7. Your experience communicating with customers, tenants or vendors
8. The internet/computer setup you use for work
9. Your preferred working hours and time zone
10. Why you believe you would be good at keeping a growing real estate business organized
Application Test
Please begin your application with the words: "JIBA PROPERTY VA".
Applications that do not follow this instruction may not be considered.
Shortlisted candidates will be asked to complete a small practical test involving property-management organization and communication.
We are looking for someone who wants to build a long-term working relationship and grow with the business.