Property Operations & Leasing Coordinator

Remote | Full-Time or Part-Time | Independent Contractor
Southern California Property Management Portfolio

About the Role

We are looking for an experienced Property Leasing & Operations VA to support a Southern California apartment portfolio of roughly 100 units, plus one short-term rental beach house.

The main focus of this role is managing the full remote leasing pipeline, from advertising available rentals to coordinating inquiries, applications, approvals, lease preparation, and move-ins. This person will also provide light maintenance coordination, tenant follow-up, legal notice support, and short-term rental management for one Airbnb/VRBO property.

This role is ideal for someone with strong Buildium experience, leasing operations experience, excellent English communication skills, and the ability to stay organized across multiple platforms and moving parts.

Responsibilities

Leasing & Advertising

• Manage the full leasing pipeline from first inquiry through signed lease and move-in
• Write and post rental ads on Zillow, Apartments.com, Craigslist, Facebook Marketplace, Facebook Pages, Instagram, and other relevant platforms
• Answer and return prospect calls through the GoTo phone line
• Prequalify prospective tenants
• Schedule showings through Tenant Turner
• Call prospects before and during showings to support them and coordinate with the on-site showing team
• Process applications through RentSpree
• Run reference and employment verifications
• Run eviction and civil litigation history searches in the city or county where applicants currently live
• Summarize qualified applicants for owner approval
• Draft California-compliant leases in ZipForms

Maintenance & Tenant Support

• Take tenant maintenance issues from first report through vendor dispatch
• Coordinate with preferred vendors
• Confirm property access for repairs
• Collect and organize invoices
• Log maintenance activity in Buildium
• Troubleshoot basic tenant issues by phone before dispatching a vendor
• Assist with late rent follow-up
• Prepare and serve California legal notices with proper timing, including:
  • Three-day notices to pay or quit
  • Sixty-day notices
  • Change in terms of tenancy notices
  • Security deposit itemizations

Short-Term Rental Management

• Manage one short-term rental beach house
• Reactivate existing Airbnb and VRBO accounts
• Expand the listing to other booking platforms when useful
• Use a dynamic pricing or channel management tool to maximize bookings and income
• Approve guest reservation requests
• Handle guest communication from inquiry through checkout
• Send check-in instructions and follow-up review requests
• Coordinate turnover cleanings between guest stays
• Coordinate any needed repairs
• File the required monthly city report for nights booked on platforms outside of Airbnb so occupancy tax is handled correctly

General Property Management Support

• Pitch in with day-to-day property management needs as required
• Communicate professionally with tenants, prospects, vendors, guests, and team members
• Maintain accurate records and follow established processes

Requirements

• At least 2 years of hands-on Buildium experience
• Strong experience advertising rentals on Zillow, RentSpree, and similar rental platforms
• Proven experience managing the full leasing cycle from first inquiry to move-in
• Experience processing rental applications and verifying tenant qualifications
• Comfortable coordinating remotely with prospects, tenants, vendors, and on-site showing support
• Strong written and verbal English communication skills
• Highly organized and detail-oriented
• Able to manage multiple listings, applicants, vendors, and tenant issues at the same time
• Comfortable working independently in a remote environment

Preferred Experience

• Airbnb, VRBO, or short-term rental management experience
• Experience with Tenant Turner
• Experience with ZipForms
• Experience with GoTo or similar phone systems
• Familiarity with California leasing processes and legal notices
• Experience with dynamic pricing or channel management tools for short-term rentals

Tools

• Buildium
• Zillow
• Apartments.com
• Craigslist
• Facebook Marketplace
• Facebook Pages
• Instagram
• GoTo
• Tenant Turner
• RentSpree
• ZipForms
• Airbnb
• VRBO
• Dynamic pricing/channel management tools

Ideal Candidate

The ideal candidate is a leasing-focused property management professional who can run a remote leasing process from start to finish without constant supervision. They are comfortable speaking with prospects, supporting showings remotely, processing applications carefully, coordinating vendors, and keeping everything organized in Buildium.

They should be proactive, detail-oriented, responsive, and comfortable helping build stronger checks and balances across the property management team.