Highly organised VA required | Strong follow-up skills essential | NZ business hours
We are seeking a highly organised, detail-driven Property management & Personal Assistant to support a small New Zealand property management and SAAS business
This is a remote, part-time role (~20 hours per week) with a strong focus on long-term engagement. We are looking for someone reliable who is seeking an ongoing role and can prioritise this position (not short-term contract work or juggling multiple high-demand clients).
You will support property management operations, fully manage the property manager’s calendar and tasks, handle inbound and outbound calls, and provide customer support for our new SAAS platform involving automated rental appraisals and property reporting. There is clear scope for increased responsibility and growth over time for the right person.
This role is best suited to someone who is exceptionally organised, enjoys tracking tasks and closing loops, and is confident taking ownership of workflows. The ideal applicant will also have previous property management experience.
HOW TO APPLY (IMPORTANT)
To apply, please submit:
WHAT YOU’LL BE DOING
Property Management Support
• Schedule routine and outgoing inspections
• Confirm access with tenants
• Prepare, upload, and close inspection reports
• Track inspection follow-ups until fully resolved
• Triage maintenance issues (urgent vs non-urgent)
• Raise and manage maintenance jobs via a CRM (Tapi)
• Obtain landlord approvals
• Follow up contractors until jobs are completed
Personal Assistant & Calendar Ownership
• Fully manage the property manager’s calendar
• Schedule inspections, meetings, viewings, and deadlines
• Prevent double-booking and allow for travel time
• Maintain a master task and follow-up system
• Track outstanding actions, approvals, and commitments
• Manage and respond to email correspondence
• Escalate urgent matters immediately
Strong follow-up is critical.
You will be expected to proactively chase outstanding items and ensure nothing is forgotten or delayed.
Inbound & Outbound Calling
• Make and receive calls with tenants, landlords, contractors, and applicants as needed
• Confirm appointments, access, job details, and next steps
• Communicate clearly, professionally, and confidently on the phone
• Record accurate notes and update tasks after each call
Listings & Viewings
• Respond to listing enquiries
• Pre-screen applicants
• Schedule and coordinate viewings
• Answer basic tenant questions
Customer Support
• Respond to customer enquiries and support emails
• Help users understand automated rental appraisal results
• Handle general platform questions clearly and professionally
• Log bugs or issues accurately for escalation
HOURS & AVAILABILITY
• ~20 hours per week
• Must be available during New Zealand business hours
• Same-day responses required for time-sensitive matters
• Consistent schedule preferred once established
WHO WE’RE LOOKING FOR
• Extremely organised with strong follow-up habits
• Proven ability to track tasks and close loops
• Advanced English (written and spoken) and confident phone communication
• Experience with inbound and outbound calling in a professional setting
• Comfortable managing calendars and inboxes
• Confident acting as a personal assistant
• Strong attention to detail
• Proficient with Google Workspace (Gmail, Calendar, Sheets, Docs)
• Professional and reliable communicator
• Stable internet and quiet work environment
Helpful (But Not Required)
• Property management or admin experience
• Virtual assistant or personal assistant experience
• Maintenance coordination experience
• Customer support or SaaS support experience
• Experience using AI tools (e.g. ChatGPT, AI writing or summarisation tools) to improve productivity and communication