Property Manager Virtual Assistant

Property Manager Virtual Assistant (Remote)

Company: Yellow Lets Limited

Working location: Remote (UK-based preferred)

Initially 10 hours per week (Monday-Friday), with the expectation to increase to 20+ hours. These hours must strictly align with UK business hours (8:00 am to 6:00 pm UK Time). For applicants in South Africa please note that depending on UK Daylight Saving Time, this equates to a very manageable 9:00 am to 7:00 pm, or 10:00 am to 8:00 pm SAST

Hourly rate: 119.17 Sth African Rand per hour (130.00 Sth African Rand per hour after successful 6-month probation)

About Yellow Lets

Yellow Lets is a fast-growing UK property investment and management company with an expanding portfolio that includes:

• Professional HMOs
• Social Housing HMOs
• Single-let flats and houses

We operate a high-standard, compliance-led property business built on strong tenant relationships, efficient systems and structured processes.

We are seeking a highly organised and proactive Property Manager Virtual Assistant to provide backend administrative support to our two Co-Founding Directors.

Before You Apply - Please only apply if you have direct, relevant experience in UK property management that closely matches the responsibilities below.

This role requires previous hands-on experience managing UK property portfolios, property compliance and property management systems. Applicants without relevant or transferable experience will not be considered.

In particular, previous hands-on experience using COHO Property Management Software is essential.

About the Role - This role is suited to someone who is:

• Structured and process-driven
• Calm under pressure
• Highly organised and detail-focused
• Proactive and decisive
• Comfortable working independently

You will become the operational backbone of our portfolio management from a systems and administration perspective.

The first six months will focus heavily on building and maximising our use of the Google Pro AI suite and COHO Property Management Software to strengthen compliance tracking, rent monitoring, maintenance reporting, property listings and tenant onboarding systems.

We are in a rapid growth phase and require someone who can learn quickly, take ownership and work professionally under pressure.

Key Responsibilities

Email & Calendar Management

• Keep emails structured, organised and prioritised
• Respond professionally and promptly to tenants and contractors
• Escalate urgent matters appropriately
• Maintain accurate communication records
• Support calendar management for both Co-Founding Directors

Property Management (COHO)

COHO will be central to your role. Responsibilities include:

• Listing properties across multiple UK property portals
• Managing tenant applications
• Supporting tenant onboarding
• Acting as the lead user of COHO Property Management Software
• Managing compliance tracking
• Uploading and maintaining compliance documentation and certificates
• Tracking rent payments and arrears
• Logging and managing maintenance issues
• Building workflows and structured system processes
• Managing complaint resolutions

You must be able to learn from user guides quickly and implement structured systems.

Maintenance & Repairs Coordination

• Handle inbound maintenance requests
• Coordinate contractors and tradespeople
• Chase progress through to completion
• Respond decisively to urgent issues

Compliance Management

Maintain 100% portfolio compliance by accurately tracking compliance within COHO and Google Drive. This includes managing documentation and renewal dates including:

• Gas Safety Certificates
• EICR
• Fire Safety documentation
• Licensing
• PAT testing
• RRA documentation
• EPC/MEES
• Right-to-Rent Checks
• HHSRS documentation
• ICO documentation
• AML & OFSI/FCDO Sanction Checks

Growth & Systems Development

• Help build scalable workflows, backend systems and Standard Operating Procedures
• Identify opportunities to integrate Google Pro AI into business processes
• Improve reporting through analysis and auditing where appropriate
• Maintain structured task tracking
• Work independently with minimal supervision once trained

Essential Requirements

Mandatory Infrastructure: Due to load shedding, you must have a proven, reliable backup power solution (e.g., Inverter, UPS, or Solar) and a secondary backup internet connection (e.g., a mobile LTE router) to ensure 100% uninterrupted uptime during shifts.

To be considered, you must also have:

• A minimum of 12 months' UK property management experience
• Experience managing multiple UK-based properties
• A strong understanding of UK rental compliance requirements
• Hands-on experience using COHO Property Management Software
• Excellent organisational and administrative skills
• Confidence communicating by telephone with contractors and tradespeople
• The ability to work independently and take initiative
• Exceptionally strong written and spoken English communication skills, including difficult UK contractors conversations over the phone
• Experience working within structured, process-driven environments
• Strong practical skills using Google Pro AI (Google AI Professional Certificate standard preferred)

Desirable

• Experience supporting a growing UK property portfolio
• Flexibility to work additional hours when required (including weekends), with additional hours reimbursed accordingly
• University-level education

Hours & Contract

• Self-employed contractor
• 12-month Service Level Agreement
• Initially 10 hours per week (Monday-Friday), with the expectation to increase to 20+ hours. These hours must strictly align with UK business hours (8:00 am to 6:00 pm UK Time). For applicants in South Africa please note that depending on UK Daylight Saving Time, this equates to a very manageable 9:00 am to 7:00 pm, or 10:00 am to 8:00 pm SAST

Pay

• Hourly rate: 119.17 Sth African Rand per hour (130.00 Sth African Rand per hour after successful 6-month probation)

Performance during probation will focus on system implementation, responsiveness, compliance accuracy and reliability.

Reporting Line

You will report directly to the Co-Founding Directors.

Application Guidance

Please only apply if your experience matches the essential requirements and responsibilities outlined above. We are looking for someone who can contribute immediately within a UK property management environment. Applications from candidates without relevant UK property management experience or without the essential skills listed will not be progressed.

We require extreme attention to detail. To prove you have read this entire advertisement, please start your cover letter or application message with the exact phrase: 'Yellow Homes COHO Specialist'. Applications missing this exact phrase will be automatically rejected, regardless of experience."

Pay: R119,17 - R130,00 per hour

Application Question(s):

• Screening Question 2

Give a specific example of a time you managed a maintenance issue and ensured a UK property remained compliant. Please detail:

• The specific issue and your exact actions.
• How you handled the statutory requirements (e.g., Gas Safety, EICR, Right-to-Rent).
• Crucially: What specific challenges have you faced when coordinating with UK-based contractors from an offshore location, and what systems did you use to overcome them?

We are looking for a real example from your own experience. Please be as specific as possible. Vague or hypothetical answers will not demonstrate the experience required for this role.

• Screening Question 3

This role relies on COHO Property Management Software. Generalists need not apply.

• Walk us through your exact, step-by-step process for onboarding a new tenant within the COHO platform.

*What specific COHO features do you use to track rent arrears and compli