Senior Virtual Assistant | Admin Support for Maintenance and Turnover
Negros Occidental, Bacolod, Philippines
Professional Overview As a dedicated Real Estate Virtual Assistant specializing in Maintenance and Turnover Coordination, I bridge the gap between property operations and tenant satisfaction. With a proven track record in supporting property managers and owners, I excel at managing the "chaos" of the turnover season and the technicalities of daily maintenance. Core Experience & Skills End-to-End Turnover Management: I manage the entire "rent-ready" lifecycle—from processing move-out notices and scheduling inspections to coordinating cleaning crews and final walkthroughs. Maintenance Coordination: I act as the primary point of contact for tenants and vendors. I vet contractors, issue work orders, track repairs to completion, and ensure all billing aligns with the approved budget. Administrative Precision: Expert in lease processing, tenant screening support, and maintaining accurate digital property files using tools like AppFolio, Buildium, and Propertyware. Systems & Communication: Highly proficient in G-Suite, Slack, and CRM management, ensuring that property owners are always kept in the loop without being overwhelmed by minor details. What Makes Me Stand Out I don't just "check boxes"—I look for ways to reduce vacancy days. I understand that every day a property sits empty during a turnover is lost revenue for the client. My proactive approach means I anticipate maintenance issues before they become emergencies, saving clients thousands in long-term repair costs. The Value I Bring I provide peace of mind. By taking the heavy lifting of logistics and tenant communication off your plate, I allow you to focus on scaling your portfolio while I ensure your current assets are well-maintained, tenants are heard, and turnovers are seamless.
Income property Spevcialists, full_time
Aug 2023 to Mar 2026
Professional Experience: VA Admin Support (Maintenance & Turnover) Core Responsibilities: Maintenance Triage & Dispatch: Acted as the first point of contact for all maintenance requests; assessed the urgency of issues (emergency vs. non-emergency) to prevent property damage and control costs. Vendor Management: Sourced and vetted contractors (plumbers, HVAC, cleaners); negotiated quotes, issued work orders, and followed up to ensure repairs were completed to standard. Turnover Coordination (Rent-Ready): Managed the high-pressure "Move-out/Move-in" cycle. This included scheduling inspections, ordering "make-ready" repairs, and ensuring zero-day delays between tenancies. Tenant & Owner Relations: Served as the professional liaison between all parties, ensuring clear expectations and timely updates on repair statuses. Documentation & Compliance: Maintained meticulous digital records of invoices, warranties, and property photos using Property Management Software (e.g., AppFolio/Buildium). Key Achievements 5-Star Service Record: Consistently earned perfect 5-star Google Reviews from tenants and clients every month. This was achieved through proactive communication, empathetic conflict resolution, and ensuring repairs were handled faster than industry averages. Reduced Vacancy Time: Streamlined the turnover process by pre-scheduling vendors 14 days before a lease ended, successfully reducing "unit-down" time by 20%. Cost Savings: Identified billing discrepancies in vendor invoices, saving the client approximately $500 monthly through audit and verification. System Optimization: Created a "Maintenance Troubleshooting Guide" for tenants, which reduced unnecessary service calls for simple issues (like tripped breakers) by 15%.
Florida Realty Investment, full_time
Feb 2022 to Oct 2023
Being a Maintenance Dispatcher in real estate is like being the air traffic controller of a building. You’re the bridge between frustrated tenants, busy property managers, and the technicians who actually turn the wrenches. Here is a breakdown of the core responsibilities that keep a property running smoothly. 1. Work Order Management This is the "meat and potatoes" of the role. You are responsible for the lifecycle of every repair request. Receiving Requests: Taking calls, emails, or portal submissions from tenants regarding leaks, broken HVAC units, or electrical issues. Prioritization: Sorting "the sink is dripping" (Low Priority) from "the ceiling just collapsed" (Emergency). Data Entry: Keeping the Property Management Software (like Yardi, AppFolio, or Buildium) updated so there is a digital paper trail. 2. Scheduling & Logistics You aren't just sending people out; you're playing a high-stakes game of Tetris with people's time. Technician Assignment: Matching the right skill set to the job. You wouldn't send a painter to fix a circuit breaker. Route Optimization: Planning the technicians' day so they aren't driving back and forth across town, wasting fuel and time. Access Coordination: Ensuring the tenant will be home or that the technician has the proper keys/codes to enter the unit. 3. Communication & Customer Service You are often the first person a tenant speaks to when something goes wrong, so "soft skills" are vital. Managing Expectations: Giving tenants realistic timelines for when a repair will happen. Follow-ups: Closing the loop after a job is done to ensure the tenant is satisfied and the issue is truly resolved. Vendor Liaison: Coordinating with external contractors (plumbers, roofers, or pest control) when the in-house team can't handle a specific job. 4. Administrative & Inventory Support Parts Tracking: Ordering specific supplies for a job or maintaining a stock of "common" items like lightbulbs and filters. Invoice Processing: Checking technician hours against the work performed and approving invoices for the accounting department. Reporting: Providing the Property Manager with weekly summaries of open vs. closed work orders to identify any "problem" units or recurring issues.