Leasing Coordinator Virtual Assistant

About Treaty Oak:

Treaty Oak Property Management is a trusted and growing residential property management company based in Austin, Texas. We manage ~400 residential rental properties, and we pride ourselves on delivering top-notch service to both property owners and tenants. Our company values efficiency, accountability, and attention to detail, and we’re looking for a dedicated Virtual Assistant to join our team in supporting our daily operations.

Position Overview:

The Leasing Coordinator - Virtual Assistant role at Treaty Oak is a full-time remote position that combines both application processing, coordinating leasing operations and administrative support responsibilities. This position requires a highly organized and detail-oriented individual who will be responsible for managing rental applications, updating property listings, handling inbound communications, preparing essential documents, and providing additional administrative support for the team.

We’re looking for a candidate who takes extreme ownership of their tasks, communicates effectively, and ensures accuracy in all aspects of their work. If you’re proactive, reliable, and thrive in a remote setting, we want to hear from you!

Key Responsibilities:

Application Processing (AppFolio):

• Process all incoming rental applications using AppFolio, ensuring they meet approval requirements and are updated properly.

• Verify applicant information, including background checks, income verification, and references.

• Communicate with applicants and leasing agents to gather missing documents or clarify any issues with their applications.

• Maintain accurate records of each applicant’s progress through the approval process.

• Deliver prompt application determinations

Administrative Support:

• Update and maintain MLS rental listings for available properties, ensuring all details (pricing, availability, descriptions) are current and accurate.

• Maintain Appfolio lease availability and sync with website

• Maintain lease violation write up and reconciliation

• Schedule Property photoshoots

• Maintain and schedule sign and lockbox deliveries/pickups

• Handle inbound communications via the company website, phone tree, and general email inbox, providing clear and professional responses to potential renters.

• Prepare and process essential documents, such as leases, property management agreements, and other related forms using ZipForms.

• Support the team with general administrative tasks, including document management, and assisting with other internal projects as needed.

• Assist in maintaining the organization of digital records and ensure all documents are up-to-date and easy to access.

• Weekly showing reports for Active lease listings

• Providing rental history for exiting tenants

Skills & Qualifications:

• Experience with AppFolio or similar property management software is preferred.

• Experience with MLS listings, ZipForms, and general property management administrative tasks is a plus.

• Strong attention to detail and ability to follow processes with precision.

• Excellent written and verbal communication skills, with a customer-friendly approach to answering questions and providing updates.

• Ability to manage multiple tasks effectively while maintaining quality and accuracy.

• Self-motivated and able to work independently in a fully remote environment.

• A proactive approach to problem-solving and taking ownership of tasks from start to finish.