Virtual Assistant (Real Estate & Property Operations)
Position: Virtual Assistant
Industry: Real Estate & Property Operations
Employment Type: Part-Time, Independent Contractor
Work Model: Remote
Working Hours: US Business Hours
Territory Focus: United States
Job Overview
A growing real estate investment operations team is seeking a detail-oriented and proactive Virtual Assistant to provide remote administrative and operational support. The business operates across residential real estate investment strategies, including property acquisitions, fix-and-flips, and long-term property portfolio growth.
This role is ideal for someone who is highly organised, comfortable working independently, and able to manage multiple priorities without constant supervision. The successful candidate will help keep daily operations running smoothly by managing administrative tasks, coordinating contractors and vendors, following up with real estate leads, and supporting property projects remotely.
Because the position works with a US-based operation, the successful candidate must be available to work US business hours.
Key Responsibilities
Administrative & Inbox Management
- Monitor, organise, filter, and respond to routine email correspondence.
- Handle repetitive administrative enquiries and follow-ups.
- Keep inboxes organised and ensure important communications are escalated appropriately.
- Assist with daily administrative tasks to reduce executive workload.
- Maintain accurate records and ensure tasks are completed within required timelines.
Real Estate Outreach & Lead Follow-Up
- Follow up regularly with prospective real estate contacts and leads.
- Support communication with potential buyers and sellers.
- Assist with property-related outreach and correspondence.
- Support the issuing of property offers when required.
- Maintain consistent communication with leads to keep the sales and acquisition pipeline moving.
- Record and track follow-up activities accurately.
Contractor & Property Project Coordination
- Monitor property project progress remotely.
- Monitor project camera feeds when required.
- Track contractor attendance and availability.
- Assist with contractor scheduling and coordination.
- Follow up on project timelines to ensure work remains on schedule.
- Identify potential delays and communicate issues to the relevant stakeholders.
- Help ensure property renovation and construction projects remain organised.
Vendor & Supply Logistics
- Assist with planning and ordering renovation materials and supplies in advance.
- Track material orders to ensure they arrive before scheduled installation dates.
- Coordinate with contractors and suppliers regarding deliveries.
- Assist with coordinating contractor and vendor payments.
- Maintain accurate records of orders, deliveries, and related information.
- Proactively follow up on outstanding orders or supply issues.
Presentation & Media Support
- Create professional and well-formatted PowerPoint presentations.
- Assist with basic video editing using CapCut.
- Help prepare media assets for business and property-related projects.
- Contribute ideas for social media content.
- Assist with organising digital content and presentation materials.
Required Skills & Qualifications
Real Estate Experience:
Previous experience supporting real estate investors, property managers, residential construction businesses, renovation projects, or similar property operations is required.
Software Skills:
Candidates should be comfortable using Microsoft PowerPoint, email and calendar platforms, and basic video editing software such as CapCut.
Communication:
Excellent written and verbal English communication skills are essential. The successful candidate must be comfortable communicating professionally with clients, contractors, vendors, and prospective real estate leads.
Organisation:
Strong organisational and time-management skills are required. You should be able to manage multiple tasks, maintain schedules, track orders, and follow up consistently without needing constant supervision.
Problem-Solving:
The ideal candidate should be proactive and capable of identifying potential problems before they become operational issues.
Technical & Remote Work Requirements
As this is a fully remote position, applicants must have a professional home-office setup, including:
- High-speed and reliable internet connection.
- Reliable computer hardware.
- Quiet and professional environment for calls.
- Ability to work consistently during US business hours.
- Professional communication setup suitable for client and contractor interactions.
Key Performance Indicators
Success in this role will be measured through several important areas.
Administrative Turnaround: Emails, enquiries, and administrative requests should be handled accurately and within the required timeframe.
Project & Supply Management: The successful candidate should help prevent project delays by ensuring contractors are monitored and materials are ordered well ahead of installation dates.
Lead Follow-Up: Real estate leads and external partners should receive consistent and properly documented follow-ups.
Presentation & Media Quality: PowerPoint presentations and media assets should be accurate, professional, well-formatted, and completed with minimal supervision.
Ideal Candidate
The ideal candidate is someone who is highly organised, dependable, proactive, and comfortable working independently. You should enjoy keeping things on track, following up with people, managing deadlines, and solving administrative problems before they become bigger issues.
Experience in real estate, property management, construction, renovations, or investment operations will be particularly valuable.
This is a part-time independent contractor opportunity that allows you to work remotely while supporting a US-focused real estate investment operation.