Senior Virtual Property Manager (Senior VPM)

About Us

OPTIMAL is a property management support company that partners with real estate investors and property managers across North America. We help our clients achieve time, financial, and location freedom through remote property management systems, back-office efficiency, and expert operational support.

About the Role

As a Senior Virtual Property Manager (Senior VPM), you will directly coordinate with the client, ensuring service excellence, process efficiency, and client satisfaction. You will act as the bridge between U.S.-based clients and internal operations, ensuring smooth communication, high-quality deliverables, and consistent adherence to client standards.

This role demands both technical expertise in property management and strong leadership skills working with empathy, accountability, and a commitment to continuous improvement. You will also play a vital part in client relationship management, process enhancement, and team development to ensure our service remains industry-leading.

Key Responsibilities

Customer Service : Foster and nurture outstanding relationships with tenants, property owners, and vendors, ensuring their needs are met with promptness and professionalism.

New Client Onboarding : Expertly navigate client software platforms to seamlessly onboard new properties, providing comprehensive guidance to property owners and instilling confidence in our ability to manage their assets effectively.

Lease Renewals : Execute rigorous tracking and management protocols for lease renewals, strategically minimizing vacancy periods and optimizing property revenue streams.

Maintenance Oversight : Supervise vendor activities with precision, from task assignment to final billing, ensuring seamless coordination, approval, and successful completion of maintenance work.

Property Management : Coordinate all facets of tenant management, including move-ins, rent collection, issuance of notices, lease enforcement, and efficient tenant move-outs, maintaining operational efficiency and tenant satisfaction throughout.

Social Media Management : Collaborate in the creation and dissemination of engaging content across various social media platforms, including Facebook, Instagram, and LinkedIn, fostering a vibrant online presence reflective of our brand's values and offerings.

Client Management : Serve as the primary point of contact for assigned clients, managing expectations and ensuring service excellence. Support clients in implementing new property management software or system enhancements (e.g., AppFolio, Buildium, RentManager, Yardi).

Process & Operations : Collaborate with client and leadership to streamline workflows and document standard operating procedures (SOPs). Identify process inefficiencies and recommend solutions to improve turnaround time and quality. Maintain high standards of compliance, confidentiality, and data security across all client engagements.

Risk Management & Compliance : Identify potential risks or breaches and promptly escalate them to senior management. Contribute to the development and implementation of internal controls to safeguard company and client interests.

Collaboration & Culture : Partner closely with the Team Leader and Operations Management to align on goals, strategies, and client priorities. Participate in cross-functional initiatives that enhance engagement, efficiency, and overall organizational growth.

Qualifications

• 3-5+ years of experience in U.S. property management or real estate operations using platforms such as AppFolio, Buildium, Yardi, or RentManager.
• Proven track record in tenant and maintenance coordination, leasing operations , and / or bookkeeping support .
• 2+ years in a leadership or supervisory role, preferably managing remote or hybrid teams.
• Strong client communication skills and the ability to navigate challenging situations with professionalism.
• Highly organized, detail-oriented, proactive , and capable of managing multiple priorities simultaneously.
• Demonstrated ability to mentor and motivate team members toward achieving collective goals.

Compensation & Benefits

Compensation : TBD (based on experience and qualifications)

Paid Time Off : 10 paid days per year (approved within 1 business day by HR)

Holidays : 6 paid holidays (Philippine-based holidays)

HMO Coverage

Independent and supportive work environment

Schedule : 8 : 00 AM - 5 : 00 PM EST