Job Description
[ATTENTION: To be considered, please start your cover letter with the word "VALLEJO" in all caps.]
ABOUT THE ROLE: We are seeking a proactive, tech-savvy, and highly articulate Virtual Assistant to serve as the "Front Office" for a landmark 94-suite office building in Vallejo, CA. You will be the first point of contact for prospective tenants and the primary liaison for our existing business community.
This is not a simple data-entry job. You will be helping us execute a major modernization and rebranding of the property. You will manage the leasing pipeline, coordinate with our on-site manager, handle billing/operations, and drive our digital presence.
KEY RESPONSIBILITIES:
1. Leasing & Prospect Management (Sales)
Act as the primary voice for all incoming leasing inquiries via phone and email.
Pre-qualify prospective tenants (asking about business type, move-in dates, and budget).
Schedule property tours for our On-Site Manager using a shared digital calendar (Calendly/Google Cal).
Follow up with leads post-showing to push for lease signatures.
2. Tenant Operations & Billing
Manage all existing tenant communications regarding billing, lease renewals, and rent collections.
Onboard new tenants into our Property Management Software (e.g., AppFolio/Buildium).
Coordinate maintenance requests: Receive the request, log it, and dispatch the On-Site Manager or vendors to resolve it.
3. Online Presence & Marketing
Maintain and update the property website (WordPress/Squarespace).
Manage our Google Business Profile to ensure high visibility and 5-star reviews.
Execute local SEO strategies to ensure we are the #1 search result for "Office space in Vallejo."
Draft and post available suites on LoopNet, Crexi, and social media.
4. Team Coordination
Daily "sync" with the On-Site Building Manager to ensure all physical tasks (showings, repairs, move-outs) are completed.
Provide weekly reports to Ownership on occupancy, lead volume, and collection status.
REQUIRED SKILLS & EXPERIENCE:
Fluent English: Must have near-native verbal and written English skills. You will be speaking with American business owners daily.
Property Management: 1–2 years of experience in property management or real estate is highly preferred (ideally commercial/office).
Tech Stack: Proficiency in Google Workspace, Property Management Software (AppFolio, Buildium, etc.), and basic Web Management (WordPress).
SEO/Digital Marketing: Proven experience improving search rankings or managing business social media accounts.
Work Ethic: Highly organized, able to manage 90+ individual tenant relationships without getting overwhelmed.
WHY JOIN US? You will be working directly with the owners during an exciting "Value-Add" phase of the property. We value autonomy, clear communication, and results. If you are someone who enjoys building systems and seeing a project grow, this is the role for you.
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