Facilities Associate – Property Operations, Resident Coordination

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Scale Virtually VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

👥 HR Tech

Consulting • Marketing • HR Tech

Scale Virtually VA is a world-class staffing agency that specializes in providing skilled virtual assistants to help businesses streamline operations and enhance productivity. They offer customized solutions for administrative tasks, marketing, sales, and real estate services, allowing companies to focus on core revenue-generating activities. Through a comprehensive recruitment process, Scale Virtually ensures that the right talent is placed in the right roles, facilitating rapid business growth and operational efficiency.

📋 Description

• - Respond promptly and professionally to resident inquiries through phone, email, and resident portals. • - Monitor resident concerns and ensure every request receives timely follow-up. • - Communicate property updates, service interruptions, and notices clearly. • - Prioritize resident communication while managing multiple requests simultaneously. • - Enter, assign, and monitor maintenance requests from submission through completion. • - Coordinate daily with maintenance teams, supers, vendors, and property managers. • - Follow up proactively on outstanding work orders before residents need to ask for updates. • - Resolve scheduling conflicts that may delay maintenance completion. • - Coordinate vendor access for repairs, inspections, move-ins, move-outs, and property walkthroughs. • - Confirm appointments and communicate scheduling changes with all parties. • - Ensure vendors have the necessary access and information before arriving onsite. • - Follow through until work has been completed and documented. • - Maintain accurate property records within the Property Management System. • - Update resident information, maintenance history, and operational documentation. • - Assist with unit turnovers and move coordination. • - Support accounts receivable activities by participating in outreach and documenting communications. • - Identify operational inefficiencies and recommend process improvements. • - Support multiple properties during periods of high demand or staff absences. • - Respond appropriately during emergency situations by coordinating communication between residents, vendors, and internal teams. • - Adapt quickly as operational priorities change. • - Maintain organized documentation for maintenance requests, resident communications, vendor activity, and operational records. • - Ensure property records remain accurate, complete, and current. • - Document follow-ups and outstanding issues clearly for internal visibility.

🎯 Requirements

• - Previous experience in Property Management, Facilities Coordination, Resident Services, or Property Operations. • - Minimum of 1 year of customer service experience. • - Experience coordinating maintenance requests, work orders, or vendor scheduling. • - Strong written and verbal English communication skills. • - Excellent organizational and multitasking abilities. • - High attention to detail with strong follow-through. • - Comfortable working independently with minimal supervision. • - Able to prioritize competing operational demands without sacrificing resident service. • - Candidates who require constant supervision or highly structured daily task lists are unlikely to succeed in this role.

🏖️ Benefits

• - PTO • - HMO • - Fully Remote Work