Real Estate Virtual Assistant

Job Summary: We're searching for a highly responsible and detail-oriented Administrative Assistant to support the day-to-day running of a US-based real estate portfolio. Ownership is at the heart of this role: seeing each task through from beginning to end, fixing issues on your own, and closing loops without constant follow-up. We're after someone organized, thorough, and proactive about finding another way when the first approach doesn't work. Key Responsibilities: Sort, file, and maintain receipts, payment confirmations, and supporting documents in their proper locations

• Match payments against bank records and settle discrepancies independently before escalating
• Own insurance policies end to end, including comparing providers, checking coverage, and coordinating carrier changes
• Liaise with utility providers, vendors, and service companies to open and maintain accounts for properties
• Chase open items with third parties until they're completely resolved, not just until a first reply arrives
• Keep internal process documentation and task guides up to date
• Monitor recurring administrative tasks and make sure nothing slips or stays incomplete
• Escalate issues with clear context and a suggested fix rather than an open question
• Give advance notice of availability and schedule changes
• Mandatory Skills: Proven ability to carry a process from A to Z and finish it without step-by-step supervision
• Exceptional attention to detail and precision with documentation, records, and numbers
• Strong problem-solving skills, including thinking two steps ahead and finding alternate routes when blocked
• Experience coordinating administrative work with external providers, vendors, or service companies
• Comfortable handling financial records such as receipts, payments, and bank reconciliation
• Ability to take feedback on board quickly and consistently without repeated correction
• Responsible, exact, and comfortable working independently
• Clear communication skills, including proactive updates on progress and availability
• Preferred Skills: Experience supporting US real estate operations and knowledge of related terminology
• History in bookkeeping or payment tracking
• Experience building or maintaining SOPs, guides, or process documentation
• Ability to keep several ongoing processes on track at once

Why Join Us: This is a long-term opportunity to become a trusted right hand in a small, established operation where your contributions are clearly visible. You'll hold real ownership of your areas of responsibility, with room to expand your hours and scope over time. If you take pride in closing loops and doing the job right, you'll excel here.