About this Commercial Property Manager VA role at Scale Virtually
ROLE TITLE
Commercial Property Manager VA
We are looking for Virtual Professionals based in the Philippines.
- This is a fully remote Commercial Property Manager VA position.
- Applications with an introduction video attached will be prioritized.
- Due to the fully remote nature of this role, it is important that candidates are comfortable communicating on video calls.
ROLE SUMMARY
The Commercial Property Manager VA supports the day-to-day operations of a commercial property in Indianapolis, keeping leasing, tenant requests, maintenance, property information, and documentation moving without constant supervision.
You will manage multiple active workflows at once, including prospective tenant and application activity, lease paperwork, move-ins and move-outs, maintenance requests, vacancy updates, floor plan changes, tenant concerns, events, and property documents. The role requires consistent follow-through: identifying what needs to happen next, gathering missing information, coordinating with tenants, vendors, architects, and the property team, and tracking each item through completion.
This is an execution-heavy role for someone who can work independently, manage competing priorities, and make sound decisions about when to act, when to follow up, and when to escalate. You should not need a daily task list to stay productive or wait for someone else to tell you the next step.
If you are strongest in narrowly defined administrative tasks and require frequent direction to move work forward, this role is not a fit.
CORE RESPONSIBILITIES
Property Marketing and Vacancy Updates
• Keep commercial vacancies current on LoopNet MLS, including unit status, availability, renovations, and other relevant property information.
• Coordinate with the current architect when floor plans need to be updated because of changes to the property or individual units.
• Maintain accurate unit information across property marketing materials and internal records so vacancy information does not become outdated.
• Eventually take ownership of updating floor plans using AutoCAD or another floor plan editing tool.
Leasing Support
• Support the screening of new rental applications by gathering, organizing, and reviewing the required information before moving the application to the next step.
• Communicate with prospective tenants and applicants throughout the leasing process and respond to questions or missing information promptly.
• Assist with preparing lease documents and associated paperwork, ensuring required information is complete and organized.
• Coordinate lease signings and follow up on outstanding documentation rather than allowing paperwork to stall.
• Coordinate move-in and move-out processes and ensure the necessary information, documents, and follow-ups are completed.
• Support lease renewal activity by tracking upcoming renewals and coordinating the required next steps.
Maintenance and Work Order Management
• When a tenant reports a maintenance issue, gather enough information to understand what is happening, determine the appropriate next step, and avoid sending incomplete information to Jennifer or a vendor.
• Coordinate with internal team and vendors when repairs or maintenance are required.
• Track open maintenance requests through completion and follow up when a vendor response, update, or repair is delayed.
• Keep work order information current so the team can see what has been reported, who is handling it, what action is pending, and whether the issue has been resolved.
• Escalate issues when the available information is insufficient, the situation requires a decision outside your authority, or progress has stalled.
Document Control
• Develop and maintain standardized formats for forms and documents used across the organization.
• Apply consistent document layouts, fonts, formatting, and other readability standards rather than creating documents with inconsistent presentation.
• Keep documents organized and accessible so the correct version can be located without unnecessary back-and-forth.
• Manage multiple documents simultaneously while maintaining accuracy and consistency.
Tenant Concierge
• Respond to tenant and guest requests involving common areas, events, Wi-Fi access, and building access.
• Determine what information or action is required for each request and coordinate with the appropriate person or vendor when the request cannot be resolved directly.
• Plan, organize, and coordinate building events, including vendor coordination and space setup.
• Ensure events and tenant activities follow applicable building rules and requirements.
Requirements
REQUIREMENTS (NON-NEGOTIABLE)
• Proven work experience in property management, with the ability to handle actual property-management workflows rather than only general administrative support.
• Strong written and verbal English communication. You will communicate with tenants, applicants, vendors, architects, and internal stakeholders, so unclear or incomplete communication creates operational problems.
• Excellent proficiency in AppFolio.
• Ability to manage multiple active property-management tasks and documents at the same time without losing track of follow-ups.
• Strong problem-solving ability. When a tenant reports an issue, you must be able to gather the relevant facts, identify the next action, and escalate appropriately instead of simply forwarding the complaint.
• Strong attention to detail, particularly when maintaining vacancy information, lease documentation, work orders, tenant records, and standardized documents.
• Ability to work independently in a remote, async environment and make routine execution decisions without requiring constant supervision.
• Ability to communicate early when an issue is blocked, information is missing, or a decision needs to be made by someone else.
• Comfort working across leasing, maintenance, tenant support, marketing, and document-management tasks rather than operating within a single narrow workflow.
TOOLS
• AppFolio
• LoopNet MLS
• Google Suite
• Slack
• Dropbox
• DocuSign
• AutoCAD or another floor plan editing software
WHAT WE ACTUALLY CARE ABOUT
• You close loops. When a tenant, applicant, vendor, or internal stakeholder needs something, you track the request through the next required action instead of assuming someone else will follow up.
• You can work from incomplete information. You know what questions to ask, what information is missing, and when an issue needs escalation.
• You protect accuracy. Vacancy information, lease documents, work orders, floor plans, and property records need to stay current because other people act on that information.
• You can switch between priorities without dropping details. Leasing activity, maintenance requests, tenant questions, and document work may be active simultaneously.
• You communicate operationally. Updates should make it clear what happened, what is pending, who owns the next action, and when follow-up is required.
• You take ownership of recurring processes. Once a workflow is understood, you should be able to execute it consistently without requiring the same instructions repeatedly.
WHAT THIS ROLE IS NOT
• This is not a passive administrative VA role where you wait for someone to assign every next step.
• This is not a customer-service-only position. Tenant communication must be connected to actual property-management follow-through.
• This is not a pure leasing or sales position. The role also covers maintenance coordination, document control, property marketing, and tenant/building support.
• This is not a role where maintenance complaints are simply forwarded to the property manager or vendor without gathering information and tracking the issue.
• This is not a role for someone who is uncomfortable managing several open requests and documents at the same time.
POSITION DETAILS
- Work Arrangement: Remote
- Work Hours: US-aligned work hours
- Work Style: Performance-driven, async environment with an expectation of independent execution
- Engagement Structure: Virtual/remote staffing engagement; specific engagement terms are provided during the hiring process
APPLICATION INSTRUCTIONS
To apply, submit your resume and a short introduction explaining your commercial property-management experience.
Your application must also answer this scenario:
A tenant reports that their office has lost Wi-Fi access and says they have an important client meeting in one hour. They also mention that the building access door is intermittently failing. You have no immediate confirmation that either issue is affecting other tenants.
In 5–8 sentences, explain:
- What information you would gather first.
- Who you would contact or coordinate with.
- How you would prioritize the two issues.
- How you would track and communicate the status until resolution.
We are specifically looking for evidence of how you think through an active property-management issue, not a generic statement about being organized or proactive.
Benefits
- Paid Time Off (PTO)
- Health Maintenance Organization (HMO)
- Fully Remote Work
