Facilities Associate VA (Property Operations & Resident Coordination)

We are looking for Virtual Professionals based in the Philippines.

- This is a fully remote Facilities Associate VA (Property Operations & Resident Coordination) 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 Facilities Associate is the first line of support for residents and a key part of the property's day-to-day operations.

You are responsible for resident communication, maintenance and work order coordination, vendor scheduling, property administration, and operational follow-through. You ensure resident requests are properly documented, assigned, monitored, and resolved while keeping property management systems accurate and up to date.

This is not a passive administrative role. You are expected to take ownership of issues, follow up consistently, coordinate with the appropriate people, and keep work moving without requiring constant direction.

The role requires someone who can manage multiple resident requests, maintenance issues, vendors, schedules, and administrative priorities simultaneously while maintaining a high level of accuracy and professionalism.

Filtering Signal: This role is not suitable for candidates who require step-by-step instructions for routine property operations, fail to follow up on outstanding issues, or treat work order coordination as simple data entry.
CORE RESPONSIBILITIES (REAL-WORLD EXECUTION)
1. Resident Communication (SERVICE & ISSUE RESOLUTION)

- Respond to resident inquiries through phone, email, and online portals in a timely and professional manner.

- Log and monitor resident service requests and complaints.

- Follow up on resident requests to ensure issues are addressed and resolved.

- Distribute notices regarding building updates, service disruptions, and other property communications.

- Answer and route calls appropriately.

- Monitor shared and individual email inboxes and ensure resident communication remains a consistent priority.

2. Maintenance Coordination (WORK ORDER MANAGEMENT)

- Enter, assign, and track maintenance requests daily.

- Coordinate maintenance requests with supers, vendors, and property management staff.

- Consistently follow up on open work orders to ensure timely resolution.

- Monitor outstanding requests and identify items requiring additional follow-up.

- Maintain accurate work order status and documentation within the property management systems.

3. Vendor Access & Scheduling (COORDINATION & FOLLOW-THROUGH)

- Manage vendor access for in-unit work, inspections, property walkthroughs, and other access requirements.

- Coordinate schedules between vendors, residents, supers, and property management staff.

- Communicate scheduling details and changes to the appropriate parties.

- Follow through on vendor appointments and outstanding work until the required activity is completed.

4. Unit Turnovers & Property Operations

- Assist with unit turnovers by scheduling, documenting, and communicating activities related to move-ins and move-outs.

- Manage day-to-day operational activities with an understanding of budgets and expenses.

- Ensure activities remain aligned with financial targets and cost controls.

- Participate in weekly accounts receivable calls and resident outreach.

- Maintain diligent and accurate notes from accounts receivable activities and outreach.

5. Property Management Systems & Process Improvement

- Maintain and update the Property Management Software and digital tools to ensure information remains accurate at all times.

- Keep property, resident, maintenance, and operational information properly documented.

- Identify process inefficiencies that may affect operational efficiency or resident satisfaction.

- Communicate and implement appropriate process improvements.

- Provide actionable feedback to improve existing systems and contr