Part-Time Virtual Assistant – Property Management Administration

Location: Remote
Hours: Approximately 20 hours per week, Monday to Friday
Working pattern: Approximately 4 hours per day
Salary:R10,000-R15,000/ month during probation (three months), with a review following successful completion
Reports to: Key Account Property Manager

About the Client

Our client is a UK-based short-term accommodation management company operating a portfolio of properties across Oxfordshire and the surrounding areas.

We are looking for an organised, reliable and detail-focused Virtual Assistant to support our Property Management team with daily operational checks and general administration.

Previous experience in property management, short-term rentals, hospitality or serviced accommodation would be beneficial, but it is not essential. Full training and clear procedures will be provided.

The Role

The Part-Time Virtual Assistant will help ensure that property administration, housekeeping reports, contractor attendances and guest follow-ups are completed accurately and on time.

The role will initially support a portfolio of approximately 34–40 properties. You will work closely with the Key Account Property Manager and will be expected to identify missing information, follow up outstanding actions and escalate important issues promptly.

This is a varied role suited to someone who enjoys structured daily checks, takes responsibility for completing tasks and has excellent attention to detail.

Main Responsibilities

Housekeeping Report Checks

Review housekeeping and cleaning reports submitted for the previous day across approximately 34–40 properties.
Check that reports have been completed correctly and include the required photographs and information.
Identify maintenance issues, damage, missing items or presentation concerns reported by housekeepers.
Create or update the appropriate follow-up tasks.
Escalate urgent or important concerns to the Key Account Property Manager.
Follow up on incomplete or missing reports.

Property Due Diligence

Complete regular administrative and operational checks for the assigned properties.
Confirm that outstanding maintenance, housekeeping and compliance-related actions are being followed up.
Check that tasks have the correct deadlines, notes and supporting information.
Highlight overdue tasks, missing documentation or unresolved issues.
Maintain accurate records and trackers.

Contractor Coordination

Contact contractors to arrange property attendances.
Confirm appointments, access arrangements and expected completion dates.
Provide contractors with the relevant property and job information.
Follow up after scheduled attendances to confirm whether work has been completed.
Request invoices, photographs or completion updates where required.
Update the relevant systems and notify the Property Management team of any delays or concerns.

The role will not initially involve approving significant expenditure or making independent maintenance decisions. These matters will be escalated to the appropriate Property Manager.

Post-Arrival Guest Calls

Complete post-arrival courtesy calls for guests staying at the assigned properties.
Check that guests have arrived successfully and are comfortable in the property.
Record any feedback, questions or concerns accurately.
Resolve straightforward queries using the information and procedures provided.
Escalate maintenance issues, complaints or urgent concerns to the appropriate team member.
Update the relevant guest or property records following each call.

New Property Onboarding

Assist with the administrative onboarding of new properties.
Add property information, tasks, elements and requirements to Breezeway.
Create recurring tasks and apply the correct deadlines.
Check that property information has been added accurately and consistently.
Upload or organise documents, photographs and instructions.
Support the Property Management team in monitoring onboarding checklists and deadlines.
Highlight any missing information that may delay a property launch.

Online Property Guides

Assist with creating and updating online guest guides using WordPress.
Add property information, check-in instructions, appliance guidance and local recommendations.
Upload and format photographs, videos and written instructions.
Check links, spelling, layout and accuracy before guides are published.
Update existing guides when property information or procedures change.

General Administration

Update spreadsheets, trackers and internal systems.
Organise property documents and photographs.
Carry out data-entry and quality-control checks.
Follow up on outstanding information from contractors, housekeepers and internal team members.
Help prepare basic operational reports.
Support the Property Management team with other reasonable administrative tasks as required.

Skills and Experience

Essential

Excellent written and spoken English.
Strong attention to detail.
Confident communicating by telephone, email and online messaging.
Good organisational and time-management skills.
Ability to follow written procedures and checklists accurately.
Comfortable working independently in a remote environment.
Able to prioritise tasks and meet daily deadlines.
Confident using spreadsheets, online platforms and cloud-based systems.
Reliable internet connection and a suitable home-working environment.
Willingness to learn new systems and processes.

Desirable

Previous experience in property management, hospitality, serviced accommodation or short-term rentals.
Experience working as a Virtual Assistant or administrator.
Experience coordinating contractors or maintenance appointments.
Familiarity with Breezeway, SuperControl, Zoho or another property management system.
Experience using WordPress.
Experience communicating with guests or customers.
Knowledge of housekeeping and property presentation standards.

Property management experience is ideal but not essential. We are more interested in finding someone who is dependable, thorough, proactive and willing to learn.

Personal Attributes

The successful candidate will be:

Highly organised and methodical.
Reliable and consistent.
Proactive in following up outstanding tasks.
Comfortable asking questions when information is unclear.
Able to identify when an issue needs to be escalated.
Professional and polite when communicating with guests, contractors and colleagues.
Calm when dealing with unexpected issues.
Respectful of confidential guest, owner and property information.
Committed to completing work accurately rather than simply completing it quickly.

Working Hours

The role is expected to be approximately 20 hours per week, usually spread across Monday to Friday.

As many of the responsibilities relate to reports and activity from the previous day, the successful candidate must be available during agreed daytime hours that overlap with the UK working day.

The exact working pattern will be agreed with the successful candidate.

Performance Expectations

Performance will be assessed based on:

Accuracy and completeness of daily checks.
Timely identification and escalation of issues.
Quality of system and tracker updates.
Completion of tasks within agreed deadlines.
Professional communication with guests, contractors and colleagues.
Reliability and attendance.
Ability to follow procedures consistently.
Reduction in missed, incomplete or overdue property actions.

Training and Probation

The successful candidate will receive training on our systems, portfolio, procedures and communication standards.

The role will initially be subject to a three-month probationary period.

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