Virtual Executive Assistant — Real Estate & Property Operations

Job description

About this role

The client real estate and construction business with a rental portfolio of roughly 50 properties, managed through a mix of about seven external property managers and some units he oversees directly. He also has active new-construction projects, is acquiring a franchise (101 Mobility — mobility ramps and lifts), and is setting up a recording studio. This is his first time hiring support, and he needs someone to take ownership of recurring admin and communications so he can focus on the business.

Responsibilities

• Track mortgage payments across the rental property portfolio and follow up to keep
• everything current.
• Monitor rent payments for self-managed tenants; flag late or missing payments and escalate
• appropriately (e.g., routing to eviction process when needed).
• Keep organized records (currently Google Sheets) across ~7 property managers and ~50

Qualifications and requirements

• Prior experience as a VA or EA, ideally with exposure to real estate, property management,
• or small business operations.
• Comfortable making and taking phone calls with vendors and service providers.
• Highly organized and able to manage multiple, sometimes competing priorities for one busy
• principal.
• The client real estate and construction business with a rental portfolio of roughly 50 properties, managed through a mix of about seven external property managers and some units he oversees directly. He also has active new-construction projects, is acquiring a franchise (101 Mobility — mobility ramps and lifts), and is setting up a recording studio. This is his first time hiring support, and he needs someone to take ownership of recurring admin and communications so he can focus on the business. Key Responsibilities
• Track mortgage payments across the rental property portfolio and follow up to keep everything current.
• Monitor rent payments for self-managed tenants; flag late or missing payments and escalate appropriately (e.g., routing to eviction process when needed).
• Keep organized records (currently Google Sheets) across ~7 property managers and ~50 rental units.
• Manage Rob's email inbox — organize, label, and respond on his behalf where appropriate.
• Manage his calendar and scheduling.
• Make and take phone calls with vendors, utility providers, and servicers — e.g., setting up/tearing down utilities between tenants on construction turnovers.
• Provide general executive assistant support across Rob's ventures (construction, property management, franchise acquisition, recording studio) — the day-to-day mix will be varied and ad hoc.
• Help coordinate documentation and next steps with outside professionals (e.g., tax structuring) — not performing the work itself, but keeping it moving.
• Help build out a simple, reliable tracking system for tenant and mortgage payments, with an eye toward adopting dedicated software down the line. What We're Looking For
• Prior experience as a VA or EA, ideally with exposure to real estate, property management, or small business o