Virtual Assisstant

Company: Ottawa Prime Properties
Location: Remote
Languages: English and French
Job Type: Full-time or Part-time
About Ottawa Prime Properties
Ottawa Prime Properties is a growing property management company serving residential and commercial properties in Ontario and Quebec. We are looking for a highly organized, bilingual Virtual Assistant with property management experience to support our daily operations, tenant communication, maintenance coordination, leasing administration, and owner/client reporting.
Position Overview
The Bilingual Virtual Assistant will provide administrative and operational support to the property management team. The ideal candidate must be fluent in English and French, have strong communication skills, and understand property management procedures in both Ontario and Quebec, including tenant notices, leases, rent collection, maintenance follow-ups, and documentation.
Experience with Ontario’s Landlord and Tenant Board processes and Quebec’s Tribunal administratif du logement procedures is a strong asset, especially for preparing notices, tracking files, and supporting landlord-tenant documentation. The TAL handles lease-related matters such as rent increases, repossessions, and landlord/tenant disputes, while Ontario’s Residential Tenancies Act provides the framework for residential tenancies, including rent increases and evictions.
Key Responsibilities
The Bilingual Virtual Assistant will be responsible for:
Managing daily email communication with tenants, owners, contractors, and team members in both English and French.
Answering tenant inquiries professionally and escalating urgent matters to the property manager.
Coordinating maintenance requests, following up with contractors, requesting quotes, and updating tenants and owners.
Preparing and sending notices, letters, reminders, and property-related communications in English and French.
Assisting with lease administration, renewals, rent increase notices, tenant onboarding, and move-in/move-out coordination.
Updating property management software with tenant information, charges, maintenance notes, lease details, documents, and communication records.
Following up on unpaid rent, payment confirmations, utility bills, invoices, and owner-related accounting requests.
Organizing documents, invoices, quotes, inspection photos, reports, and property files.
Assisting with leasing tasks, including responding to rental inquiries, scheduling showings, screening applicants, collecting documents, and preparing lease files.
Tracking deadlines for renewals, notices, maintenance work, inspections, and tenant requests.
Supporting Ontario and Quebec property-management workflows, including LTB/TAL-related documents and timelines.
Preparing clear summaries and updates for management, owners, and internal meetings.
Required Qualifications
Fluent in English and French, written and spoken.
Previous experience as a virtual assistant, administrative assistant, property management assistant, or leasing coordinator.
Property management experience in Ontario and Quebec is strongly preferred.
Knowledge of residential leases, tenant notices, rent collection, maintenance coordination, and tenant communication.
Familiarity with Ontario LTB and Quebec TAL processes is a strong asset.
Strong writing skills and ability to prepare professional emails, notices, and reports.
Excellent organization, follow-up, and time-management skills.
Comfortable working remotely and independently.
Strong attention to detail and ability to document all communication properly.
Ability to handle tenant issues professionally and calmly.
Experience using property management software such as Buildium, AppFolio, DoorLoop, Yardi, or similar is an asset.
Proficient with Google Drive, Gmail, Google Sheets, Microsoft Office, and DocuSign.
Ideal Candidate
The ideal candidate is proactive, reliable, detail-oriented, and comfortable handling multiple properties and priorities at the same time. They must be able to communicate professionally with tenants, owners, contractors, and team members while keeping accurate records of every request and follow-up.
This person should understand that property management requires strong documentation, fast follow-up, and clear communication, especially when dealing with maintenance, rent collection, lease renewals, tenant complaints, and legal notices.
Work Schedule
Remote position.
Monday to Friday availability preferred.
Occasional urgent follow-ups may be required depending on tenant or maintenance issues.
Ontario and Quebec business-hour availability is preferred.
How to Apply
Please send your resume and a short message explaining your property management experience in Ontario and Quebec, your level of English and French, and any property management software you have used.
Subject line: Bilingual Virtual Assistant – Property Management Application
Short Version for Job Posting
Ottawa Prime Properties is hiring a bilingual Virtual Assistant with property management experience in Ontario and Quebec. The role includes tenant communication, maintenance coordination, lease administration, rent follow-ups, notices, document organization, contractor coordination, and support with LTB/TAL-related property management tasks.
The ideal candidate must be fluent in English and French, highly organized, experienced in property management, and comfortable working remotely with tenants, owners, contractors, and internal team members.