We are seeking a highly organized and proactive Virtual Property Management & Administrative Assistant to support the day-to-day operations of a residential property management company.

This position requires someone who already understands property management workflows, Buildium, rent collection, tenant ledgers, leasing documentation, and tenant communication. The idóneo candidate is detail-oriented, comfortable handling financial and tenant information, and able to independently follow up on outstanding tasks.

The role combines rental collection and Buildium administration with leasing, tenant communication, recordkeeping, and general clerical support.

Key Responsibilities

Buildium & Property Management Administration

- Maintain accurate tenant, lease, property, and unit information in Buildium.
- Review tenant ledgers and identify incorrect charges, credits, balances, or missing transactions.
- Verify monthly rent amounts against executed lease agreements.
- Update lease dates, rent amounts, security deposits, tenant information, and other account details.
- Maintain accurate vacancy and occupancy information.
- Upload and organize leases, notices, applications, tenant documents, and property records.
- Assist with security deposit records and proper account categorization.
- Perform regular audits to ensure Buildium information matches leases and internal records.

Rent Collection & Delinquency Follow-Up

- Monitor rent payments and outstanding tenant balances.
- Prepare and maintain daily and monthly rent collection reports.
- Contact tenants regarding outstanding balances and payment status.
- Document all collection attempts and tenant communications.
- Maintain delinquency and collection trackers.
- Track payment arrangements and follow up on promised payments.
- Coordinate with on-site management regarding cash, check, money order, and other payments received.
- Help reconcile tenant payments against collection and deposit records.




- Identify discrepancies between amounts collected, deposited, and posted to tenant ledgers.
- Escalate unpaid accounts according to management procedures.
- Track the status of 3-Day Notices and other collection-related notices.
- Update accounts once payment has been received or when an account needs to proceed to the next collection or eviction step.

Leasing & Renewals

- Draft residential lease agreements using company-approved templates.
- Prepare lease renewals, extensions, addenda, and other leasing documents.
- Update lease terms, rental amounts, deposits, concessions, utilities, and move-in dates as instructed.
- Calculate prorated rent when necessary.
- Prepare move-in documentation and tenant welcome communications.
- Track upcoming lease expirations and notify management of renewals that need to be prepared.
- Send leases and renewal agreements for review and signature.
- Maintain organized records of executed leases and related documentation.

Tenant Communication

- Respond professionally to routine tenant questions by email, text, or property management software.
- Send rent reminders, balance notifications, lease renewal communications, move-in instructions, and management announcements.
- Communicate maintenance requests to the appropriate team member and track follow-up.
- Maintain written records of important tenant communications.
- Follow up with tenants regarding missing documents, payments, applications, or signatures.
- Escalate urgent, sensitive, legal, or unusual tenant matters to management.

Applications & Move-Ins





- Assist with rental applications and applicant follow-up.
- Request and organize required applicant documentation.
- Verify that applications are complete before management review.
- Coordinate approved applicants through the lease-signing and move-in process.
- Confirm required move-in funds have been received before key release.
- Maintain move-in and move-out records and checklists.
- Update Buildium after new leases, renewals, move-ins, and move-outs.

Administrative & Clerical Support

- Draft professional emails, letters, notices, and internal communications.
- Perform data entry and maintain accurate digital records.
- Create and update spreadsheets, trackers, reports, and checklists.
- Organize Google Drive folders and property-management documentation.
- Maintain tenant, property, leasing, collection, and maintenance records.
- Assist management with document preparation and routine clerical tasks.
- Follow up with team members regarding incomplete assignments.
- Maintain calendars, deadlines, renewal dates, and other important operational dates.
- Assist with general administrative projects as assigned.

Required Qualifications

- Previous experience working in residential property management.
- Hands-on experience using Buildium.
- Experience with rent collection, tenant ledgers, leasing, and delinquency follow-up.
- Understanding of leases, renewals, security deposits, rent charges, tenant balances, and property-management terminology.
- Strong written and verbal communication skills.
- Excellent attention to detail and ability to identify discrepancies.
- Strong organizational and follow-up skills.
- Comfortable working with Google Docs, Google Sheets, Google Drive, email, and online property-management systems.
- Ability to handle confidential tenant and financial information professionally.
- Ability to work independently, prioritize tasks, and meet deadlines.

📌 Virtual Property Management & Administrative Assistant – Buildium Experience Required (Colombia)
🏢 Mpower Sourcing
📍 Colombia